Contract Type: Vehicle Modification

The contractor and contractor staff that provide services described in this chapter also must comply with Chapters 1–3 of the VR Standards for Providers manual and adhere to the Vehicle Equipment Standards located and maintained at https://vr.tti.tamu.edu.

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22.1 Overview of Vehicle Modification Equipment

The standards in this chapter apply to contracted vehicle modification equipment (VME) purchased by Vocational Rehabilitation (VR). Contracted VME items purchased for customers include, but are not limited to:

  • lowered floor conversions;
  • mobility aid hoists;
  • mechanical and electronic primary control systems (that is, hand controls);
  • reduced effort powered steering;
  • access battery systems;
  • seating systems; and
  • driver and passenger restraint systems.

A complete list of VR vehicle modifications that are accepted for purchase can be found at Texas A&M Transportation Institute [TTI] Adaptable Vehicles and Equipment.

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22.2 Staff Qualifications

A current contract with VR is required to provide equipment accepted for purchase as listed on the TTI website. The contractor is required to:

  • be an authorized dealer of the VME being provided or serviced;
  • have a technician certified by the National Mobility Equipment Dealers Association (NMEDA) on staff for the VME being installed/purchased; and
  • have a welder certified by the America Welding Society (AWS) to perform any welding that may be necessary during VME installation.

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22.3 Process and Procedure

After a driving evaluation has been completed and the customer selects a contractor, the VR counselor provides the driving evaluation and/or medical prescription to the contractor and requests that the contractor complete DARS3408, Vehicle Modification Evaluation.

Both the VME and DARS3408 completion are done at no cost to VR.

If the VME is provided because of an automobile accident, the contractor must list the insurance reimbursement on DARS3408.

VR issues a service authorization to confirm that the estimate is approved. The contractor does not begin work until the service authorization has been received from VR.

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22.4 Outcomes Required for Payment

For the contractor to be paid, the contractor must:

  • provide new, contracted VME as specified on the VR service authorization at the rate established in 22.5 Method of Payment;
  • deliver the VME to the contractor's place of business on a date and time mutually agreed upon by the VR counselor, customer, and contractor within 45 days of the service authorization, or notify the caseload-carrying staff of the estimated delivery date before the service authorization is issued;
  • deliver the VME in a fully functional state, as detailed in DARS3408, Vehicle Modification Evaluation, to meet the VR customer's prescribed needs;
  • deliver proof of a successful inspection by assigned VR staff or by TTI; and
  • submit an invoice that includes all VME necessary for the customer (should include only the VME approved on the service authorization and be in accordance with DARS3408).

Payment is made when the VR counselor verifies the VME delivery and that all documentation listed above has been received.

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22.5 Method of Payment

Contractors agree to provide contracted VME in accordance with what VR customarily pays across the state, on average.

When the customer is partially responsible for payment for approved VME, VR pays the contractor an amount equal to the service authorization. The customer is responsible for paying the remaining balance to the contractor.

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22.6 Additional Contractor Responsibilities

22.6.1 Maintenance and Warranty

The VME contractor provides written operation and maintenance instructions to the VR customer.

Based on the product type and the manufacturer's warranty, the contractor provides preventive maintenance on the VME in accordance with the manufacturer's recommended schedule.

If the manufacturer does not have a maintenance recommendation, maintenance is performed at the end of the sixth and 12th months of operation. Preventive maintenance must be provided at no additional cost to VR.

22.6.2 Products Returned, Exchanged, or Replaced

Contractors must provide the VR office that issued the service authorization with a written notice of all goods or equipment purchased with VR funds that are subsequently returned to, exchanged, or replaced by the contractor.

This notice must include the:

  • description of the item returned;
  • date the item was returned;
  • reason for the return;
  • amount of credit due, if any;
  • customer's name;
  • case identification number; and
  • subsequent actions that were taken (exchanged or replaced).

If the items or equipment are being exchanged or replaced, the contractor must get a new service authorization from the VR staff if the replacement cost of the device is different from the original cost.

When a refund is due, the contractor must remit to VR by the 15th day of each month a check in the amount of the total credit accumulated during the previous calendar month. This payment must be accompanied by supporting documentation and/or credit invoices for each transaction or item for which the credit reimbursement is issued. The supporting documentation and/or credit invoices supplied must include the service authorization number and the customer case ID number.

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