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Res No 009-18-15041RESOLUTION NO.: 009-18-15041 A Resolution authorizing the City Manager to permit Das Renn Treffen to hold its 4th annual DRT Porsche Car Show on Sunday, February 11, 2018 on 72 nd Street (Sunset Drive) from South Dixie Highway to sih Avenue (Red Road), 73rd Street from S8th Court to sih Avenue and surrounding streets and for a waiver of certain special event fees. WHEREAS, Das Renn Treffen, a 501 (c)(3) non-profit organization, has submitted a Special Event Application to hold its classic car show on nnd Street (Sunset Drive) from South Dixie Highway to 57th Avenue (Red Road), 73rd Street from 58th Court to 57th Avenue and surrounding streets; and WHEREAS, the applicant has paid the City $660, which includes $60 application fee, $100 administrative fee and $500 refundable security deposit; and WHEREAS, the applicant is requesting the following fees to be waived: 222 Parking meters ($5,550), Street Closure and MOT fees ($1,278.25), totally $6,828.25; and WHEREAS, the applicant will be responsible for the remaining services and fees rendered by Police ($5,200) and Public Works ($1,743.35), totaling $6,943.35; and WHEREAS, the applicant has completed the Special Event Application and has submitted the necessary notification/petition approval form signed by businesses that will be affected by the requested street closure. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The City Manager is hereby authorized to permit Das Renn Treffen to hold its 4th annual DRT Porsche Car Show on Sunday, February 11, 2018, on nnd Street (Sunset Drive) from South Dixie Highway to 5ih Avenue (Red Road), 73rd Street from 58th Court to 57th Avenue and surrounding streets. Section 2. The City Manager is hereby authorized to waive the cost for 222 Parking meters ($5,550), Street Closure and MOT fees ($1,278.25), totally $6,828.25. Section 3. If any section clause, sentence, or phrase of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of the remaining portions of this resolution. Section 4. This resolution shall become effective immediately upon adoption by vote of the City Commission. Pg.2 of Res. No. 009-18-15041 PASSED AND ENACTED this 1 6tb:lay of January ~!1. ~ READ AND APPROVED AS TO FORM: LANGUAG U ,2018. COMMISSION VOTE: 5-0 Mayor Stoddard: Yea Vice Mayor Welsh: Yea Commissioner Edmond: Yea Commissioner Liebman: Yea Commissioner Harris: Yea 1111 (II~ III 1'11,\"'.'\'111\1;-';(, To: FROM: Vi a: DATE : SU BJECT: BAC KGROUND : REVENUE : CITY OF SOUTH MIAMI OFFIC E OF THE CITY MANAGER INT ER-OFFICE MEMORANDUM Th e Hon o r abl e M ayor & M emb e rs of th e City Commi ss ion St eve n Al exa nd er, City M ana ge r Qu e ntin Po ugh, Direc t o r of Park s & Rec r ea tion L. Janu ary 16, 201 8 A ge nd a It em NO.:J(:.} A Res olution auth o ri zin g th e City M anage r t o permit Das Renn Treffe n t o hol d it s 4t h annu al DRT Por sc h e Ca r Sho w on Sund ay, Fe bru ar y 11 , 2 01 8 on 72 nd Stree t fro m So uth Di xie Hi gh way t o 57'h Ave nu e, 73rd Stree t fr o m 58 th Co u rt to 57'h Ave nu e and surro undin g stree t s and for a wa iv er of ce rt ain special ev ent f ees . Das Renn Tr effen ("th e appli ca nt"), a 501 (c)(3) no n-pro fit organ i za ti o n, h as sub mitt ed a Sp ec ial Eve nt Appli ca tio n t o ho ld it s DR T Por sc h e Ca r show on Fe bru ary 11 , 201 8 o n 72 nd Str ee t (Sun se t Dri ve ) fro m South Di xi e Hi ghway to 5 7'h Ave nu e (R ed Roa d), 73 rd Stree t from 58 th Co urt t o 57'h Ave nu e and surr o un d in g stree t s. Fo r th e p ast 3 y ea r s, th e appli ca nt h as he ld its annu al Ca r Show in th e City of So uth Mi ami. Thi s reo cc urrin g event showcases approx imately 25 0 Por sc h e ca r s from aro und t h e n ati on . Th is even t ge ne rates ap pr ox im at ely 20,000 att end ees w h o h elp stimul at e So uth Miam i's ec onomy th rou gh variou s purch ases durin g th e eve nt from lo ca l m er ch ant s and r es t aurants. Th e appli ca nt h as submitted th e necessa ry n otificati o n/p etiti o n approva l form si gn ed by busin esses th at w ill b e affec t ed by t he re qu es t ed stree t clo sure . Upon approval of thi s ev ent th e appli ca nt mu st provid e th e City w ith th e re quired Ce rtifi ca t e o f Li ability In surance th at co mpli es w ith th e Cit y's sta nd ard in sur anc e r equi re m ent s, inclu d in g n amin g th e City o f South Mi ami as an addition al in sure d pri o r to th e eve nt . Th e appli ca nt h as paid the City $66 0, whi ch include s $6 0 appli cati on f ee, $100 ad mini strativ e f ee and $5 00 refund abl e sec urity d e po sit. Th e appli ca nt w ill b e res pon sibl e f o r al.1 se r vices r end er e d by th e City, as foll ow: I I1I (In 1)1 1', ,\"',\~II I \I:\:(, FEE S TO BE WAIVED: SUMMARY: An ACHMENTS: CITY OF SOUTH MIAMI OFFIC E OF THE CITY MANAG E R INTER-OFFICE MEMORANDUM DEPARTMENT POLI CE DEPART MENT PUBLI C W OR KS STR EET CLOS URE & MOT PARK ING M ETERS (222 METERS X $2 5 EAC H) TOTALING AMOUNT $5,200 $1,7 43.3 5 $1,2 78 ,25 $5,550 $13,771.60 Th e appli ca nt i s r equ es tin g f or th e f o ll owin g f ees to be wa i ve d : DEPARTMENT AMOUNT STREE T CLOS URE & M OT $1,278,25 PARK ING M ETERS (222 M ETERS X $25 EAC H) $5,55 0 TOTAL $6,828.25 Up o n approv al of th e afor em entio ned wa ive d fees , th e fin al cos t f o r se r v ices to be paid by th e appli ca nt is $6,943,35, Reso luti o n Specia l Eve nt Ap plicat io n Permit #: 0Ut"O\ , rill (If' Of j'lfASAM lI\j,(. SPECIAL EVENT APPLICATION This application must be submitted for spec ial events th at will be held on city property or requiring city services at l east sixty (60) days prior to th e date of the event . Please refer to the Special Events Handbook for more information about applying for a special event in th e City of South Mi a mi. APPLICANT INFORMATION APPLICANT NAME: (l,\vC\ro 'R0Ci1 ~~t~ TITLE: -,y,;J.Q~u""--,..-d"",,,E:~iL=--____ _ DAY TIME PHONE: 30lJ 6 jJ C, 5" MOBILE: XJ5 301 ,5LiS EMAIL: () r cO PACLlW0M.51 . Co rY) 2 " CONTACT NAME: 'lmmd ~ On 1'c.'1t"t TITlE: Q,el,j-\--(, ocud.i. rf!..~+otl. DAYTIME PHONE: 305 5'81 q~,r MOBILE : 005 CUo'S CA l'b EMAIL: lof(6)ch~(ennt((.ma. tom ! '1002 par ~s 1. -CDOl / ax to (XU' t-hcu-< 5-1.... . c.u fY1 t 7 ORGANIZATION INFORMATION NAME OF ORGANIZATION : DI2...T (J)t6 kNtJ Te..'£FFeN ) ADDRESS: 350 ~ NIJ\\ <o?rO T\if ~ri\A ~ PRESIDENT/MANAGER NAME : M~o.ro Bcd (lCf"eL PHONE:o?X'boDl 'J5LfS Is your organization a non-profit, 50l(c) (3) certificate holder? 0 NO 0 YES -If YES, please provide a copy of your certifi ca te with the app li cat i on . EVENT INFORMATION TYPE OF EVENT: o FESTIVAL/CELEBRATION 0 RUN/WALK o FILM /P HOTO PERMIT o CHAR ITY ~ OTHER: '4o~ c. non ~Po ( -ProAl or~avJlwf,on. NAME OF EVENT : _Do..u.:::fl:",-,:r_(!"..:f.).::..;A,-S~~=.!.:()..:.~...:.I",t1p",",,-ffe!1"-=..:...L.) ________ _ LOC AT ION OF EVE NT: -"5'ii0-'ifl:1')~,£;:!;;i;-';~"""M::r-e,=-~\I.,,.S'1£-1~T{J.~I~~~T-<~tr""""'-"-"'-"'1-3' ::. cr ~ bo ~. EVE NT DATE (S): .1.f~",bwwlLlOL""-\.A"r---'1...LL...IJ...L.lL..-_____ 0 NEW EVE NT '!6 R ETU R N I N G EVE NT II ~ILL THIS BE AN ANNUAL EVENT? 0 NO \KJ YES IF YES, THI S IS THE ~ YEAR OF THE EVENT ~ ANTICIPATED ATTENDANCE: 390 ACTUA L EVENT TIME: 10 @'PMto ASSEMBLYDATE(S): RJ:lAtWclIO, WIt{ SE TUP TIME S: 10 AMQO BREAKDOWN DATE(S):1tbu~ \l11lJ\~ BREAKDOWN TIMES: -,5,,",-_AM/(9to ':'J AM@> lD ~1J9/PM II AM/@ 1 EVENT NARRATIVE A detailed written description/summary of your event is required. Please describe all activities, schedule of activities, inventory of any sold items, giveaway items, list of vendors and any other important information. If additional space is needed please use a blank sheet of paper and attach to the application. , ~a\ciI~r~~h?~rAflbi~~~{~1~111 ~ I~:rr '1Qx\t1oYS I -\RwV:, I LOCATION APPROVAL If the organization is a tenant and/or renter of the event location, please have the property owner complete the following. Mark\all that apply: \ Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) Applicant/Organization owns the requested event location Iicant/Organization will be using private property Comments: ____ "<-__________________________ _ Property Owners Name: -----'0,---------------Phone: _______________ __ Property Address: ---------'0,----------------------- PRINT APPLICANT'S NAME APPLICANT'S TITLE PROPERTY OWNER SIGNATURE DATE NOTARY SIGNATURE Subscribed and sworn before me, this ____ Day of ______ ~, a Notary Public in and lor ____ _ County, State 01 _______ _ Signature (NOTARY PUBLIC) 2 POLICE DEPARTMENT Off-duty police officers are required for street closures as determined by the Police Department. You will be required to hire off-duty police officers if your event includes street closures, alcohol sales or large crowds. No o o o Will your event obstruct the normal flow of traffic or sidewalks? Do you expect the total attendance for your event to be over 50 people at anyone given time? Will you be requesting the use of off-duty police officers? If YES, how many Ib~ease note: if you answered NO, to this question off-duty officers can still be assigned to your event at a cost to the applicant if deemed necessary) If NO, please describe why the event will not have a significant impact on the surrounding public streets and/or property area. STREET, SIDEWALKS AND RIGHT-OF-WAY CLOSURES List detailed closures you are requesting for your event including street, sidewalks and right-of-ways. -sun'i>~t Dc. (Cj?f+!Alle-US1 +0 trLl ~ sl-ro..+:;,) and pds:HfYom ?~A-ve­ «;::S~-k-.Cj ) ~~~\k ~+s. Please note: All closures require City Commission approval by resolution and may take up to two (2) months to be approved. All street, sidewalk and right-of-way closures must be identified on the site map. PLANNING AND ZONING Yes o 'fJ) , No o o Will you be hanging any banners over public streets or pole banners? If YES, a separate Banner Application with the City of South Miami Planning & Zoning Department will be required. (Please note: Only SOl(c)(3) organizations may apply for a banner application. All requests for banners over public streets must be reviewed and pre-approved. A SOl(c)(3) certificate, insurance and photos of the banner must be included with the application to the Planning & Zoning Department) Have you notified the event location neighbors or businesses about your event? 3 CODE ENFORCEMENT No D D D Will you be having any music and/or amplified sounds during your event? Will your event be starting before 8:00 AM. Will your event end after 11:00 PM? PARKS AND RECREATION Yes No D rf1 D D PARKING DIVISION Yes !if ~ D PUBLIC WORKS No D D Igl No D D D Will this event take place in any of the South Miami City parks and/or recreation facilities? (Please note: A rental fee will be applicable if a city park is being used) Will this event require the use of any Department equipment (stage)? Will this event require the use of any Department staff? Will you be renting any City parking meters? If YES, how many yl: r-ur4Ld (Please note: All closures or interference on right-of-ways that includes ~ parking meters will be required to pay the daily meter fee) (..\~,e . Do you have enough on-site parking to accommodate your event? Will your event involve the use of a shuttle and/or alternate parking sites? Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys, etc.? Will your event require any full and/or partial road closures? (Please note: any right-of-way closures will require at least one off-duty officer per corner) Would you like the City to provide you with barricades for your event? If YES, how many t6tJffOO). :1~Q-l1. ~1Ay(\C~~ Please describe your plans for the cleanup and removal of recyclable goods, waste and garbage during and after your event. ~ 'Dt ~d\-t1 MlQtAl Oeal1iJ\? 4 ADDITONAl EVENT FEATURES o Temporary Fencing Signs/Banners Tents or Canopies o Inflatables/Rides o Additional Barricades $-Electrical Services/ Generators fj. Live Music o Open Flames o Port-A-Johns o Other: ______________________ _ (Please note: If any of the following apply, a separate narrative description of each additional feature may be required by the City with this application. Additionally tents, open flames and signs/banners may require Building Permits at the cost to the applicant.) FIlM/STIll PHOTOGRAPHY Type of Production: _________ Special Effects or Weapons: _________ _ Base Camp Location: ___________________________ _ Cast: _______ _ Crew: ________ _ Extras: _______ _ Total Number: _____ Total Vehicles: ____ _ Type of Vehicle: ______ _ DEPARTMENT DIRECTORY Special Events Division ........................ , ......................................... . (305) 668-3873 South Miami Police Department ................................................ .. (305) 663-6301 Public Works Department """""""'''''''''' ................................ , ... . (305) 403-2067 Parks and Recreation Department ... " ... " ... " .. "" ... "."" .. ""."" ..... (305) 668-3876 Code Enforcement Department " ... " ... " .,," ."."" .... "."" "." .... " ... " (305) 668-7335 Planning and Zoning Department """""'"'''''''''''''''''''''''''''''''''''' (305) 663-6326 5 , ' INDEMINIFATION AGREEMENT THIS AGR EEMENT ("Agreeme nt") is en tered into by and between \}o\ II s blCA S+ / D ~ "\ ("App li can t "), and the Ci t y of So uth M i ami ("City") o n the date on which th e la st o f t he Parti es execu t es thi s Agreement. RECITALS WHEREAS, th e Applicant a Specia l Event Permi t Application to the City for (event title) __ 'l-"o"-"''''''-'''-='''-'---L---O''--'---'--___ at s'1Y\'X't-QJ ve , (location) on CAD"""'-"llt-="t-="-'--"-----' ("Specia l Event"); and WHERAS, pursuant to of the City's Code nt Regulations, the App licant must execute an indemnification and hold harmless ag r eeme nt protecting the City from claims which may arise out of the Special Event. Now, THERE FORE, in co n sid erat ion of the matters recited above, the mutual covenan t s se t forth her ei n, and other good consid era tion the receipt and s ufficien cy of which is hereby acknowledged, the Parties hereby agree as follows: 1. The above reci tals are true and correct . 2. App licant ag rees to indemnify, defend and hold the City, its officers, affilia tes, employees, successors and assigns ( collectively "Indemnitees") harmle ss f r om and against an y and all such claim s, suits, action s, damages, or causes of action ar ising as result of t he Specia l Even t , or of the condi tion of the site on which the Special Ev ent is held including any personal injury or loss of life, or damage to or lo ss of property, and from and aga in st any costs, attorney's fees, ex pen ses or liabilities included in and about the defense or settlement of any clams, and th e investigatio n th er eof, except to the ex tent caused by i nd emnitees negligence of w illful misconduct. 3. No Street sha ll be closed witho ut approva l from the City Commission. 4 . Traffic shal l b e maintained in accordance w ith Florida Department of Transpo rtation (FOOT), Miami-Dade County sta nd ards and any ad ditional requirements by the City of South Miami Public Works Department and Polic e Departm ent. 5. Event a re as shall be r es tored t o equal or better cond ition than they were be fore the even t started . 6. Any damage to private property sha ll b e restored to its original condition o r better and as acce pted by the Owner caused by applicant or any of its agents, servants or e mployee s, invit ees and onlookers. 7. If a ll restoration work is not performed w ithin 30 days of work comp letion, the City of South Miami Public Works Depa rtment may restore the event area and charge the applicant for the cost of restoration and addi t ional incidental fees . 8. App li ca nt must pay all fe es prior to the date of t h eir event(s). 9. App li cants shall notify the City of South Miami Specia l Event Coordinator at l east forty-eight (48) hours prior to start of their eve nt of any can ce ll ations to be considered for any refunds. HEREOF, each of th e parties hereto has caused this Agreement to be execu ted and sea led by it s duly authorized 'gnatory(ies) on the date set forth be low and notarized , Kod.n~ Ceo eeL .hO...-+o1t. NOTARY SIGNATURE Sub ~cribed and 5 2017 7' '. d ay of ~~!!ttfu!2fr~ County, State o,-,,--,,,~ ____ _ Signa ture (NOTARY PUBLIC) .. . T NOtiry PublIc State of Florida Frank WWam Gamn MyCommlulon GO 100154 Expires 0510212021 APPLICANT'S TITLE /I \W1201l DATE 6 We, the unders:,gned business iWnrllor residents, have been notified of closures associated ytith the event ("ted about on and hereby agree or· disagree to thll cIOSure(8). We are also 'ware that this 'esponse appllcetlon being dlaapproved. --- ) t~· ~~~~P~~~~----~~~~+7~&~ \ ...... ---i - • ~ l p11 l-~--NOllFlCATJI~\l/PETlTlON ., -JiJU ' ~r ~ ~i- We. the undersil\1ed business and/or residents. have been notlffed of street closures associated ~~ with the event r ol,ed about on said date. and hereby agree or disagree t(l the closure(s). We are also aware that this "E!.ponse may not ' this application being disapproved. '\\ff\V \it ~ ~ '~W\ J 'V' ( I LjJ\L ~ ~ "~ NcmFlCATh~"pmnON 1,Ef~~1.-Q1 Wll, the undersiglled ,business an~/o'r residents, have been I'\Otlf1l\d of street closures associated with the event roiad about on said/date, and hereby agree or disagree til the closure(s). We are also aware that this 'er.pense may not ettect this application being dlsapproVild. , I - ------,. ------ --- ----8 r--.LL_~ SOs 'C1B4 Ol?~H '. J NOTlFlCATII )N/PETITION We. the undersigned business an,1/01 r".,;rl"n'" with the event r o-:ed about on ~tI.~~t1d~~~~t~:~ aware that this ,!!sponse , Ii, ----- ~ln~II" •• aSSQciated .un,"". We are also 8 We, the undersianed business ,,~,IIM residents, have been r101:lfl.i~,v,,,,,,,at:nc~r~~~~~:~~~.-' with the event r cited abOut on and hereby agree or Iflg •• I1"", "I aware that this 'uponse may this application being dlsap~lro,'ed, 8 · . FINAL CHECK LIST This list is to ensure that all necessary documentation is included and that all required procedures are followed. The Special Event Coordinator will check the application against this checklist to ensure all information was submitted correctly. [Z(' APPLICATION: D FEE: D SIGNATURES: D EVENT NARATlVE: All information has been properly filled out on the application with all required documents at least 21 days prior to the proposed event. A $60 application fee and $100 administrative fee must accompany your submission in check or money order form. Application mu st be signed and notarized. Briefly discuss your Organization/Business, the purpose of your event, the benefits, etc. D NOTIFICATION FORM: The name, signature, address and phone number of each person who is either a property owner or lessee within the requested event area must appear on the sheet. D SITE PLAN: D COPY: A site plan must be submitted with the application that must show intersecting streets, parking areas, tents, stages, routes, barricades, etc. It is strongly recommended that you make a copy of your application for your own records COMPLETED APPLICATIONS: Yvette Valdes, Special Events Coordinator Gibson-Bethel Community Center 5800 SW 66th Street South Miami, FL 33143 Office: 305-668-3873 -Email: w ald es@so uthmi amifl.gov Once the application has been approved processed and the date has been reserved the following must be submitted prior to the event date . D INSURANCE: D EVENT FEES: The applicant is required to submit a Certificate of Insurance naming the event and the City of South Miami (6130 Sunset Drive South Miami, FL 33143) as an additional insured, in the amount of $1,000,000. A $500 refundable security deposit, and other applicable chargers such as, but not limited to, street closures, off-duty police officers, etc . will be due and required before any permit can be issued. 9 , .' Submitted To: Name of Event: Event Date (s): Day 1 Employee # 1 Employee # 2 Employee # 3 Supervisor FICA: Materials: THE CITY OF PLEASANT LIVING Public Works Department Event Cost Estimate Yvette Valdes DRT -Porsche Sunday, February 11 th , 2018 Times Hours Hourly Cost 1 0:00AM -5:00PM 7 $40.00 10:00AM -5:00PM 7 $40.00 1 0:00AM -5:00PM 7 $40.00 1 0:00AM -5:00PM 7 $45.00 Day 1 -Public Works Fees & Materials Equipment: Barricades Flat Rate (pt'r Order) Day 1 -Additional fee per Barricade -$3.00 (Qty. 100) Extended Cost Total $280.00 $280.00 $280.00 $315.00 $1155.00 $88.35 $125.00 $75.00 $300.00 iGrand Total: $1.743.35 Date Prepared:_~1~2"",fl,,,5,,",fl,,-,7 ___ _ App~.d "'r/'L ?Jtf; Public orks -- Valdes. Yvette From: Sent: To: Subject: Wagner, Darby Wednesday, December 27,20179:50 AM Valdes, Yvette RE: Upcoming Events -Cost Estimates Volksblast estimate is approximately $2,310. If the chief decides that SWAT is needed out there, it will add approximately $800 to the total DRTshow Estimate will be $5200.00 This is a ballpark figure, as I have not been able to meet with Cpt. Corbin for the exact amount of ppl needed. This estimate should b·2 in the area though. G1;I.{J(). CN:;Y/lu Administrative Support Services South Miami Police Department 305-668-2489 Dwagner@southmiamifl.gov Please note: Florida has a very broad public records law. Most written communications are public records and available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. If you feel that you are not the intended recipient, then please delete this message. looking for a career in Jaw enforcement? Please view our current job opportunities by Visiting our website at: https:llfl- sou t h m jam i. civicpl U sh rms .co ml ca reers From: Valdes, Yvette Sent: Tuesday, December 12, 2017 4:55 PM To: John Reese; Wagner, Darby; Marenco, Carlos Cc: Santana, Chelsea; Corbin, Larry P.; Landa, Rene Subject: Upcoming Events -Cost Estimates Good Afternoon, LOCATION MAP NOT TO SCALE ",. J :1 : .. ~. !I '. '+'~ Q' , . 4.' ~~ ; . !I I! C I TY N OF OF SO UTH MI A MI M A STER METERS DOWNTOWN AR E A A WINN DI X IE, C HASE SOUTH MIA M I MUN I C I PAL GARAGE BANK'~ PAR K ING L O T .. _.-.as.;;;' I l ... ____ ....... ~_~ i ....... j ... j ...... ioui ...,fiWi........ liWiiUi""p".. I .... .,..,."... . S.W. 7 41 h. S T. cv FIR ST N AT I O N AL BANK DR I VE THRU Scale 1"·100' SUNSET PLA C E ,_, ... ,_" .. , ... , >M!_,,.., ... , ... , .... ""'_, '''''5 I -I , .... "" .. ,' ~ J. ._-~.~._.= . ; I ; "". ""; • 0 • : ... =:' : ! ~ .:; . ' . S.W. 7"t h. T E I'.R... .. ,_ ~__ ::; ~ S.W. 7 Hh, T E RR. . 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