Current through Reg. 49, No. 38; September 20, 2024
(a) For an adaptive
aid that costs $500 or more, a program provider must:
(1) obtain comparable bids for the requested
adaptive aid from three vendors; and
(2) ensure the vendors are not related to the
individual.
(b) A program
provider must ensure a bid obtained in accordance with subsection (a) of this
section includes:
(1) the total cost of the
requested adaptive aid, which may be from a catalog, website, or brochure price
list;
(2) the amount of any
additional expenses related to the delivery of the adaptive aid, to include
warranty, shipping and handling, taxes, installation, and other labor
charges;
(3) the date of the bid,
which must be within 30 calendar days before the date of the service planning
team meeting at which the adaptive aid was recommended;
(4) the name, address, and telephone number
of the vendor;
(5) for an adaptive
aid other than interpreter services and specialized training for augmentative
communication programs, a complete description of the adaptive aid and any
associated items or modifications, which may include pictures or other
descriptive information from a catalog, website, or brochure; and
(6) for interpreter services and specialized
training for augmentative communication programs, the number of hours to be
provided and the hourly rate of the service.
(c) A program provider may obtain only one
bid or two comparable bids for an adaptive aid if the program provider provides
written documentation that the adaptive aid is available only from those
vendors.
(d) A program provider
must choose the lowest bid unless the program provider has written
documentation that justifies selection of the higher bid, other than personal
preference. The following are examples of justifications that support payment
of a higher bid:
(1) the higher bid is based
on the inclusion of a longer warranty for the adaptive aid; and
(2) the higher bid is from a vendor that is
more accessible to the individual than another vendor.
(e) If the adaptive aid is a vehicle
modification, a program provider must obtain written approval from the
vehicle's owner before making the modification. The owner must sign and date
the approval.
(f) A program
provider must ensure the specifications for a vehicle modification include:
(1) information on the vehicle to be
modified, including:
(A) the year and model of
the vehicle;
(B) a determination
that the vehicle to be modified is the individual's primary vehicle;
(C) proof of ownership of the
vehicle;
(D) current state
inspection and registration for the vehicle;
(E) any required state insurance for the
vehicle; and
(F) the mileage of the
vehicle; and
(2)
information on the needed modifications, including;
(A) an itemized list of parts and
accessories, including prices;
(B)
an itemized list of required labor, including labor charges; and
(C) warranty coverage.
(g) If a vehicle modification
costs $1,000 or more and the vehicle has been driven more than 75,000 miles or
is over four years old, a program provider must:
(1) obtain a written evaluation by an
Automotive Service Excellence certified technician to ensure the sound
mechanical condition of all major components of the vehicle;
(2) document the experience of the mechanic
doing the evaluation; and
(3)
include the actual cost of the written evaluation as part of the invoice cost
not to exceed $150.
