(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.
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