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Tender and Application Documents – Goods and Services

Location: Mercy Corps Iraq Tender No.: BPCS/CA #2Name of Tender: Civic Attitudes and Behaviors, Midline Survey of BPCS Program

Date: 2/8/2014

Acct. Code: 8000 Sub Code: 008 Cost Center: 32202

Contents - Tender and Application Package

Part I, Tender1. Summary of Tender

2. Terms, General Information, and Instructions to Applicants

3. Project-Specific Documents and Details3.1a Materials and Equipment

Specifications, Specific Conditions, and Delivery Schedule3.1b Services

Statement of Work3.2 General Terms of Payment, Cost and Supply of Materials, Equipment,

Accessories, and/or Services3.3 Specific Payment Terms and Penalties3.4 Warranties3.5 Termination of Contract3.6 Project Budget

Part II, Application4. Applicant Submission Forms and Declarations

4.1 Notes to Applicants Concerning Submission Forms and Formats4.2 Applicant Qualifications Summary4.3 Declaration of Eligibility 4.4 Application Form and Quotation

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Part I, Tender

1. Summary of Tender and General Information

1.1 Name of TenderCivic Attitudes and Behaviors, Midline Survey of BPCS Program in Iraq

1.2 Location/Field OfficeMercy Corps, Iraq

1.3 Subject/Description Mercy Corps is soliciting bids for:Civic Attitudes and Behaviors, Midline Survey of BPCS Program in Iraq

1.4 Submission of Application The email address for submission of applications is:[email protected] 1.5 Summary Text of Announcement (for posting on Mercy Corps Website)Mercy Corps will contract with a vendor to implement and perform a “Midline Survey” of civic attitudes and behaviors among Iraqi citizens, using the same techniques and key performance indicators used in a previous Baseline Survey.

There will be 5,000 respondents from the selected sample areas, which will be stratified by sex, age, urban/rural, categories of exclusion, such as ethnicity, ability, occupation, and geographical remoteness.

The successful applicant will collect both quantitative and qualitative information.

1.6 Funding SourceUSAID

1.7 LanguageThe language for this Tender, application instructions, and associated responses, is:English. Other languages will not be accepted.

1.8 QuestionsSpecific questions about this tender may be submitted to Mercy Corps at:[email protected]

Questions submitted to Mercy Corps, and their answers, will be posted on the Mercy Corps Website (www.mercycorps.org/tenders).

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https://smtp.mercycorps.org/owa/redir.aspx?C=a90b176bf4044f769a9652d65aaaba34&URL=mailto%[email protected]

https://smtp.mercycorps.org/owa/redir.aspx?C=a90b176bf4044f769a9652d65aaaba34&URL=mailto%[email protected]


1.9 Application DeadlinesApplications must be submitted on or before: 2/28/2014at (time): 5:00pm Applications received after this time will not be considered.

1.10 Application ReviewApplications will be opened and inspected by Mercy Corps.at: Baghdad or Suliymania, Iraqon: 3/07//2014

1.11 Decision and SelectionMercy Corps will select and notify the winning applicant within seven (7) days of the close of the application period. Notification will be made by email and/or by post.

Mercy Corps will also notify those vendors who submitted applications but were not selected. Notification will be made by email and/or by post within seven (7) days of the close of the application period.

2. Terms, General Information, and Instructions to Applicants

2.1 ScopeMercy Corps invites tenders for the equipment, materials, and/or services described and summarized in these documents, and in accordance with procedures, conditions, and contract terms presented herein. Mercy Corps reserves the right to vary the quantity of work/materials specified in these documents without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

2.2 Minimum Qualifying CriteriaMinimum criteria for applicants to the Tender include, but are not limited to, all the following:

Certificate of (business) Registration, Adequate equipment and workshops, Sufficient trained managers and workers, Good track-record and references from previous clients, Legal bank account (for payments made in bank checks or through bank transfers)

Proof of all the above must be provided to Mercy Corps on request.

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2.3 Additional Criteria All applications shall be made in accordance with these instructions, and all

documents requested should be furnished, including technical specifications, drawings, bill of quantities, and/or delivery schedule, and payment terms. If any requested document is not furnished, a reason should be given for its omission,

All Applicants will receive identical documents. No applicant should add, omit, or change any item, term or condition on original papers,

If Applicants have any additional requests and conditions, these shall be stipulated in a separate letter accompanying their application,

Each applicant may make one application only, Each application shall be valid for the period of sixty (60) days for its date of

submission, Applications shall be made in writing, with prices in USD only, All prices must include all taxes, compulsory payments, levies and duties,

including VAT, if applicable, Applicants shall attach a detailed schedule for supply and delivery of materials.

2.4 Performance Standards and Payment ControlsAll material, and/or equipment must be produced and supplied in accordance with all relevant and applicable rules, regulations, and statutes.

Payments will be made only if the contracted material and/or services meet these standards, and are delivered and completed properly and on time, as approved by Mercy Corps. Specific payment terms are described, below.

2.5 CurrencyPayments will be made in: IQD

2.6 Tender and Application DocumentsAll application-related forms and documents are included in Part II of this document. (see Pages 12-16).

2.7 Eligibility of ApplicantsApplicants may not apply, and will be rejected as ineligible, if they:

Are not registered companies, Are bankrupt or in the process of going bankrupt, Were convicted of illegal/corrupt activities, and/or unprofessional conduct, Have been guilty of grave professional misconduct (proven by any means which

the contracting authorities can justify), Have not fulfilled obligations related to payment of social security and taxes. Are guilty of serious misinterpretation in supplying information, Are in situations of conflict or potential conflict of interest with Mercy Corps,

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Were declared at serious fault of implementation owing to a breach of their contractual obligations,

Are on any list of sanctioned parties issued by the United States Government.

2.8 Application Delivery All applications will be delivered in the specified format to Mercy Corps, as

attachments to email, and to the address and by the date stated herein, All documents will be clearly marked with the name of the Tender to which it

corresponds, The documents will be marked with the name of the applicant, and the correct

return address, and will be signed where indicated, Applications delivered after the specified time will not be accepted.

2.9 Application OpeningApplications will be opened only by Mercy Corps, at the address and on the date specified herein. The applicant’s name, the total amount of the application, and any discounts and such other information that Mercy Corps may consider appropriate will be announced and registered in the procedural minutes.

2.10 Application EvaluationMercy Corps will examine all applications to ensure that they contain no amendment to the terms or any other irregularities and/or errors. To assist in the examination and selection process, Mercy Corps may, at its discretion, assemble and establish a Review Committee, which may include representatives of other entities.

2.10.a Technical Evaluation: The applications will first be evaluated on technical merits. The technical evaluation assesses the capacity of the application, based on its submitted technical documents, specifications, performance history, and references submitted. For this purpose, certificates and additional references may be requested and subsequently examined.

2.10.b Financial/Cost Evaluation: The financial/cost evaluation is based on the cost of products and services presented in the application. The evaluation is intended to assess and confirm that vendors provide good value to Mercy Corps for the cost of all goods and/or services offered.

2.10.c Other Evaluations: After ranking applicants according to technical and financial criteria, Mercy Corps may take into account other variables, including, but not limited to record of past performance, integrity, and social responsibility.

2.11 Selection of Applicant

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Selection of the successful applicant will be based on the ranking of applicants responding to the Tender, according to technical and financial/cost criteria, as well as any other criteria established by Mercy Corps.

2.12 Acceptance of Successful ApplicationAfter submitted documentation from the selected Applicant has been verified, the applicant will then be obliged to sign a Contract for the stated amount. Any amendment to the original Contract will be determined by Mercy Corps, and will be documented as an “Annex “or “Amendment” to the original Contract.

2.13 Certification Regarding Terrorism, Acts of Corruption, and Potential BriberyIt is Mercy Corps’ policy to comply with the laws and regulations of the United States Government, the European Union, and the United Nations concerning the ineligibility of vendors, contractors, and suppliers of services for reasons of fraud, corruption or terrorist activity. These laws and regulations prohibit Mercy Corps from doing business with or providing support to any persons or entities that have been found to be engaged in, or provide support for, any such activities.

It is also absolutely forbidden for any Applicant and/or Contractor of Mercy Corps to make payments of any kind, either monetary or material, to any employee of Mercy Corps. This rule prohibits like payments to any relatives, partners, or associates of Mercy Corps employees.

All applicants must agree to abide by this policy.

2.14 Environmental StandardsApplicants should, at minimum, comply with all statutory and other legal requirements relating to the environmental impacts of their business. Areas which should be considered are, Waste Management (including packaging and paper use), Conservation, Energy Consumption, and overall environmental and social Sustainability.

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3. Project-Specific Documents and Details

3.1.a Materials and Equipment

Specifications, Specific Conditions, and Delivery Schedule

3.1.a. 1 Quantities N/A

3.1.a. 2 Minimum Specifications N/A

3.1.a. 3 Delivery Date N/A

3.1.a. 4 Delivery Conditions (including Shipping, Import and Export Documentation, Inspection Fees, Import and Export Taxes, and Storage Fees)N/A

3.1.a. 5 Delivery Location N/A

3.1.a. 6 Other Provisions N/A

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3.1.b Services

Statement of Work

3.1.b.1 ObjectiveThe main purpose of the midline survey is to capture, articulate and document information about people’s attitudes and opinions concerning Iraqi civil societies, basic services and civic knowledge midway through the implementation of this program. As part of the BPCS program, three Civic Attitudes and Behaviors surveys i.e. Baseline, Midline and Endline surveys are scheduled to gather information about people’s attitudes and opinions concerning Iraqi civil societies, basic services and civic knowledge. The midline survey will provide information to measure if there any changes in comparison to baseline survey values.

3.1.b.2 Methodology and ProcessThe first (baseline) survey of the BPCS program established the baseline values for a number of key custom indicators as outlined in the program Performance Management Plan (PMP). The baseline information provided the foundational measure that the BPCS program will use to track and compare the changes.

The midline survey will follow similar sampling frame and data collection methodologies used in the baseline survey conducted in April 2013. The data of midline survey will be collected from areas covering 18 Iraqi governorates. The total sample units of the midline survey are 5,000 respondents from the selected sample areas, which is sufficient to stratify by sex, age, urban and rural, categories of exclusion, such as, ethnicity, ability, occupation and geographical remoteness.

It is expected that the contractor will collect both quantitative and qualitative information during the midline survey data collection.

Mercy Corps will produce the final version of survey questionnaire and will make it available for the Contractor. The survey questionnaire will be translated into three languages: Arabic, Sorani and Bahdinani. The Sorani questionnaire will be administered in the two provinces of Erbil and Sulaymaniyah, and the Bahdinani questionnaire will be administered in Dahuk. The remaining fifteen provinces will use the Arabic questionnaire.

The midline survey will be conducted through face-to-face interviews at the household level. All data collectors for the survey will be equipped with appropriate skills and tools to assist in the interview process by the Contractor. The data will be collected using the structured questionnaire developed by Mercy Corps.

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The Kish grid methodology will be used for actual respondent selection within each household. Kish method allows survey administers to properly select locations as well as the correct respondent from the household, if there is more than one eligible respondent available at a selected address. Each questionnaire package will include a form on which data collectors can implement the Kish grid exercise. Based on the outcome, the data collector selects the correct eligible survey respondent.

3.1.b.3 Indicative Time FrameThe Contractor will conduct the midline survey in May 2014 with a focus on data collection from 5,000 Iraqis in 18 governorates. In addition, the contractor will perform data coding and computer data entry. Presumably, a maximum of eight calendar weeks will be required for the assignment, which will be finalized through discussion between both parties. It is expected that the whole task should be finished within sixty days from the starting date as mentioned below:

- Review survey instruments, questionnaire in Arabic, Sorani and Bahdinani- Review sampling frame of 5,000 respondents across 18 governorates- Consult with BPCS key staff, produce and submit survey plan- Print questionnaires needed that are part of the individual survey package

(i.e. cover sheet, Kish table form, refusal sheet)

Week 1

- Produce and submit midline survey plan - Selection and hiring adequate number of members for the survey - Obtain letters of government authorization/approval for data collectors

Week 2 & week 3

- Training of survey team members, questionnaire field test etc. Week 4

- Implement data collection andsupervise field data collection Week 5 & week 6

- Data verification and cleaning questionnaires Week 7

- Synthesize, coding and computer data entry- Produce implementation report

Week 8

3.1.b.4 Activities, Outputs and Deliverables Expected under the Contract

The Contractor will carry out the following activities:

Carry out the midline survey following the design, data collection methodology and implementation steps as provided by Mercy Corps.

Internalize and field test of the midline survey instruments:- Review key documents, Performance Monitoring Plan (PMP), Baseline process

and Report, Sampling frame, Survey instruments

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- Consultation with key BPCS staff on survey plans and preparation of survey instruments

- Final draft of instruments of the survey and questionnaire, translation, field test and adjustment, for approval by Mercy Corps

- Consultation with BPCS M&E staff on any modification to survey instruments- Submit detailed survey activity plan to Mercy Corps mentioning timeframe for

each activity and after signing the agreement- Update and define the sampling strategy as agreed.

Recruit survey team, design and implement training for the survey team: - Recruitment of sufficient number of qualified data collectors with appropriate

language skills. It is recommended that the data collection field staff have prior experience in similar survey undertakings.

- Preparation of training plan, field work protocols according to agreed methodologies

- Implementation of training for data collectors and supervisor/verifiers, including responsibility for logistics, venue, equipment, etc.

- Instruction to data collection team on survey questionnaire including step-by-step instructions on data collection and guidance on handling problems and questions that might arise during data collection

- Ensure that all survey team members have up-to-date knowledge about selected data collection methodology, interviewing techniques, household and respondent selection process, and the completion of the survey and refusal forms.

- Ensure all survey team members have a letter of authority to show both respondents and police or government officials to facilitate their work.

Implement data collection, supervise field data collection and verification:- Deployment of data collectors and supervisor/verifiers to the field- Prepare and ensure the delivery of survey materials and equipment- Oversee interviewers’ works while in the field for timely survey data quality

assurance- Check completed questionnaires, comparison, validation and ensure the proper

administration- Verify a sample number of the completed questionnaires after data collection.

Conduct verification of data at least 5% of the total number of respondents through either phone calls to the respondents or visiting the respondent’s home. The issues verified during in-person back-checks will be proper household and respondent selection, as well as the correct recording of answers to randomly selected questions from the main body of the questionnaire. The survey verifications will be randomly selected. BPCS M&E staff will verify a small sample to ensure data reliability.

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- Data collection of 5,000 questionnaires taking into account guidelines on: a) target population and sampling; b) data collection methods and tools used; c) data collection team; d) data verification.

Data synthesize, cleaning, coding and computer entry- Inspect copies of 5,000 questionnaires and ensure no missing data, and no errors

in collected questionnaire forms - Conduct primary processing, comparison and validation and clean forms- Create data entry plan and discuss with BPCS staff- Perform coding of all 5,000 questionnaires before computer data entry- Complete computer data entry of all 5,000 questionnaires by using the database

provided by Mercy Corps The Contractor will deliver all original hard copies of the completed 5,000

questionnaires to Mercy Corps after completion of computer data entry and raw data After completing all data collection and computer data entry, the Contractor will

produce a brief report (in English) to Mercy Corps. The report will describe the preparation process, methodology data collection experiences, verification and entry process, including limitations, challenges, and recommendations for the BPCS future survey.

Mercy Corps will be responsible for data analysis and production of the midline report

3.1.b.5 Supervision and ReportingThe Monitoring and Evaluation Unit of the BPCS program will be the contact point from Mercy Corps for the midline survey. The Contractor will report to Mr. Mujibor Rahaman, BPCS Monitoring and Evaluation Director, Mercy Corps Iraq. Email: [email protected]

3.1.b.6 ConfidentialityAll outputs and data etc. produced by this assignment will be treated as Mercy Corps’ property. The above mentioned outputs or any part of it cannot be sold, used or reproduced in any manner by the assigned consultant/team without prior permission from Mercy Corps.

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3.2 General Terms of Payment, Cost and Supply of Materials, Equipment, Accessories, and/or ServicesThe Applicant agrees to submit a final and total fixed price for all materials, equipment and/or services required, and to purchase/produce/provide the total quantity of materials, equipment, and/or services required, after the signing of the purchase Contract, regardless of the evolution of market prices in the weeks and months following the signing of the purchase Contract.

After signing of the Contract, Mercy Corps will not be responsible in any way for any increased costs to purchase/produce and/or supply materials, equipment, and/or services corresponding to this Tender.

The Applicant agrees to store the total amount of materials and/or equipment, and cover all costs associated with storage, in order to deliver the quantities required by Mercy Corps as demanded, and in agreement with the delivery schedule detailed herein.

If it appears that the quality and technical specifications do not conform to the Contract, part of or all materials, equipment, and/or services may be rejected. The Applicant will be fully responsible to replace, at its own expense, and in the most timely manner, the requisite substitute materials, equipment, and/or services in question, and in equivalent quantities, technical characteristics, and qualities.

Mercy Corps has no obligation, under any circumstances, to accept materials, equipment, and/or services that do not meet the minimum quality standards as required by Mercy Corps and the Donor.

Mercy Corps reserves the right to engage an independent agency for external control, and/or to perform additional quality assessments and controls. This may occur during production, upon delivery, and/or within a specified period after delivery, as specified in the Contract.

3.3 Specific Payment Terms, Invoicing Requirements, and Potential PenaltiesThe contract will be on a firm, fixed fee basis. The payment will be made according to the following time frame/arrangement:

Installment Amount Timeline1st Installment

10% of the total amount

After signing contract agreement and completing the initial tasks by contractor

2nd Installment


After hiring and training of the survey team members and starting field survey tasks

3rd Installment


After completion of all field survey and submitting raw data to Mercy

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Corps4th Installment


After all data entry and satisfactory completion of the task of Midline Survey

The payments will be made by bank transfer or bank cheque in the name of the Contracting firm. Mercy Corps will deduct income tax at source as per the rules of Government of Iraq. Prices will be exclusive of VAT. 3.4 Warranties and GuaranteesNone

3.5 Termination of ContractMercy Corps reserves the right to alter or terminate the Contract for goods and/or services at any time if any one of the following conditions applies:

3.5.1 The Supplier defaults in its obligation to fulfill the conditions set forth in this Contract,

3.5.2 Due to circumstances outside of the contractual parties’ control, such as force majeure, war activity in project area, or unforeseen governmental interference,

3.5.3 If, for any reason, it is determined by Mercy Corps or a duly authorized representative of Mercy Corps that the material does not match specifications, or the quality standards specified in the Contract and the Tender and Application Documents,

In the case of termination under clauses 3.5.1 or 3.5.3, above, the Supplier shall be liable for all costs associated with the default, and to repay any advance paid, and to cover any costs incurred by Mercy Corps as a result of the termination of the Contract.

In case of termination under Clause 3.5.3, above, Mercy Corps will not be responsible for any material or transportation costs involved.

In the case of termination under Clause 3.5.2, above, payment will be made only for the delivered goods, vehicles, equipment, and/or accessories.

Additional Contract termination clauses:None

3.6 Project BudgetApplicant will submit a detailed project budget using the separate document, Iraq.Tender.Midline.Survey.Annex1.Budget. This document is posted separately and available on the Mercy Corps Website (www.mercycorps.org/tenders), along with the Tender document.

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Part II, Application

4. Applicant Submission Forms and Declarations

4.1 Notes to Applicants Concerning Submission Forms and Formats

4.1.a Please answer all questions,4.1.b All forms should be completed,4.1.c Supplementary pages may be photocopied and inserted if required,4.1.d Please retain a copy of your complete submission,4.1.e If a joint venture is proposed, all companies are to respond to all questions,4.1.f All costs are to be presented in USD,4.1.g Documents delivered late will not be considered.

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4.2 Applicant Qualifications Summary

1. Name of Tender Type here to enter Name of Tender.

2. Name of Applicant Type here to enter Applicant Name.

3. Address Type here to enter Address.

4. City – Town, Country Type here to enter City, Town, Country.

5. Telephone No. and Email Type here to enter Telephone No. and Email Address

6. Fax No. Type here to enter Fax No.

7. Legal Status Type here to enter Legal Status.

8. Ownership (state, public, private)

Type here to enter Ownership Information.

9. Number, Year and Place of Registration (enclose copy)

Type here to enter Registration Information.

10. Executive Management / Board Members

Type here to enter Management and Board Members.

11. Basic Business Activities 1. Type here to enter Activity 1.

2. Type here to enter Activity 2.

3. Type here to enter Activity 3.

12. Banking Information Bank Name: Type here to enter Bank Name.Bank Address: Type here to enter Bank Address.

Account and Routing Nos.: Type here to enter Acct. and Rounting Nos.

Agreed to be paid by wire transfer: (Yes ☐ or No ☐)

13. Total Number of Employees Type here to enter No. of Employees.

14. Client References (Client, contact, address, email, phone number)

1. Type here to enter Reference 1.



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4.3 Declaration of Eligibility

Name of Tender: Type here to enter Name of Tender.

Applicant: Type here to enter Applicant Name.

I, the undersigned (Name and address of representative):Type here to enter Company Representative Name.

Representing (Name and address of company):Type here to enter Company Name.

Declare that the following conditions are applicable to us;

We are a registered company or companies, We are not bankrupt or in the process of going bankrupt, We have not been convicted for an offense concerning professional conduct, We have not been guilty of grave professional misconduct (proven by any means

which the contracting authorities can justify), We have fulfilled obligations related to payment of social security and taxes, We are not guilty of serious misinterpretation in supplying information, We are not in situation of conflict or potential conflict of interest with Mercy

Corps, We were not declared as serious fault of implementation owing to a breach of

their contractual obligations, We do not employ personnel below the legal working age, We provide basic social rights and fair working conditions to our employees, We are not on any list of sanctioned parties issued by the United States

Government, United Nations and European Union.

Declared by:

Name: Type here to enter NamePosition: Type here to enter PositionDate: Click here to enter Date

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4.4 Application Form and Quotation

Name of Tender: Type here to enter Name of Tender.

Applicant: Type here to enter Applicant Name.

Dear Mercy Corps,

Having examined the required application documents for the above-mentioned Tender, we offer to supply material, equipment, and/or services as described, for the amount, in USD of:

$Type here to enter Amount in USD, in Numbers

Type here to enter Amount in USD, in Words US Dollars.(in words)

To offer our above-mentioned price, we acknowledge that we have taken into consideration all the documents and instructions provided by Mercy Corps.

The following payment terms apply to this offer: Type here to enter Payment Terms.

We undertake, if our application is accepted, to deliver the material, equipment, and/or services described in the Tender and Application Documents within Type here to enter No. of Days days from the date of signing the Agreement.

We will submit our detailed project budget using the separate document, Iraq.Tender.Midline.Survey.Annex1.Budget. This document is posted separately and available on the Mercy Corps Website, along with the Tender document (www.mercycorps.org/tenders).

We understand and accept that Mercy Corps is not bound to choose the lowest price on any application that may be received, and that any or all responses may be rejected without assigning any reason for such rejection.

Submitted by:

Name: Type here to enter NamePosition: Type here to enter PositionDate: Click here to enter Date

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