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Public Higher Education Bulletin

University of Illinois at Chicago
SoleSource #265JCM
Announcement of a Sole Source Purchase
Award InfoPublished Monday July 29, 2013
Awarded to:
Vendor: Harlan Laboratories, Madison, WI
Amount: An estimated $900,000
An estimated start date of 7/25/2013 through 7/24/2016, 36 months
The University award process may be delayed up to thirty days as this award goes through a state approval process.
The hearing has been cancelled
Published Wednesday July 17, 2013
The hearing has been cancelled since no vendors registered to attend or submitted comments regarding this notice.
First published Thursday, June 27, 2013
The University awarded a contract for Feed Diets for Laboratory Animals to Harlan Laboratories, Madison, WI, for an estimated $900,000.
Continual purchase from Harlan Labs of fixed formulation research diets feed for lab animals. he new fat source had a different free fatty acid ratio, which played a role in the delayed onset of diabetes in arm two of the project. As a result of this switch the PI was not able to use any data from the arm 2 animals, which in essence were used for no scientific purpose and the PI lost approximately 4 months of research time. This is just one classic example of how a non-fixed formula diet can negatively impact a study; and hence the importance of using a fixed formulation diet, in research to minimize the impact of dietary changes on physiologic processes involving metabolism, the immune system and health status of animals. Harlan Labs is the only vendor of fixed formulation research diets capable of directly delivering diet from the point of source/production plant to UIC 5 days a week. This is extremely important from both a biosecurity and a research perspective. From a biosecurity perspective the fact that Harlan delivers food on their own truck from their production plant storage area, which is temperatures controlled, to UIC is extremely important as it eliminates the use of freight companies and distribution centers, thus eliminating the potential that the food would come in contact with wild rodents in transit. This eliminates the potential contamination of food with murine pathogens which could infect the UIC rodent colonies and thus result in disease and/or modulate the immune system which would alter research data. The fact that Harlan’s food comes from a temperature controlled storage area at the plant is also very important as this ensures that environmental conditions such as temperature and humidity do not negatively impact the nutritional integrity of the diet. Exposure to temperature extremes and high humidity causes some nutritional elements such as vitamins to break-down. Harlan is capable of storing food at temperatures less that 70 F and at a humidity level of 30-70% as recommended in the Guide for the Care and Use of Laboratory Animals. Other commercial sources that use distributors are incapable of consistently meeting this requirement during the winter and summer months. Finally, the fact that Harlan is capable of delivering food from their production plant to UIC five days a week minimizes inventory maintained at UIC as well as allows the flexibility of initiating a project with special dietary considerations in a more-timely manner. Product integrity and bio-security of diets are mandatory.
The University has determined that this purchase is only economically available from this source because the compatibility of equipment, accessories, replacement parts, or service is a paramount consideration.

For additional information, contact:
John Meehan
University of Ilinois at Chicago
Purchasing Division (M/C 560)
809 South Marshfield Avenue
Chicago, IL 60612-7203
Phone: (312) 413-5961
FAX: (312) 996-2055
State Purchasing Officer - Shirley Webb

We will hold a public hearing at the date, time and location specified below, if we receive a request to testify regarding the sole source determination. We will also hold a hearing if any vendor submits a signed statement showing the capability to provide the stated supplies/services at or below the amount indicated.

The public hearing allows any interested party the opportunity to testify for or against the sole source determination as described in this notice. The purpose of the hearing is to receive information from the public in a reasonable manner. Formal rules of evidence will not apply. The hearing officer will produce minutes of the hearing and may record it in order to aid in the production of the minutes. After conclusion of the hearing we will decide whether the sole source determination was appropriate.

We must receive any request to testify and any vendor statement no later than the registration date and time indicated below. If we do not receive a timely request or statement, we will not hold the hearing. We reserve the right to cancel the procurement prior to any scheduled hearing. Please confirm the status of the hearing with the Hearing Contact.

July 17, 2013
2:00 PM
Stratton Building
Room 511
401 S. Spring Street
Springfield, IL

If you cannot attend the meeting in-person at the primary location, you may attend via audio or video conference, as available, at one of the optional locations.

Alternate Location(s):
James R. Thompson Center
Room 9-035
100 West Randolph
Chicago, IL

Hearing Contact:
Keely Burton
Phone:(217) 558-5143
Fax:(217) 558-5407
Date, time, and location are subject to change and/or cancellation. It is the responsibility of potential participants to confirm these details prior to attendance.

Registration Deadline:
July 12, 2013
Register with:
Keely Burton
Phone:(217) 558-5143
Fax:(217) 558-5407

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

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Sole Source Justification
  • 265JCM.pdf (1 MB)
Sole Source Justification Part 2
  • 265JCMpart2.pdf (26 KB)