6-Attachment B - Scope of Work.docx

Scope of Work Purpose and Background The purpose of this State of Utah Cooperative Contract is for the benefit and use of all Eligible Users, which includes the State of Utah’s government departments, institutions, agencies, political subdivisions, nonprofit organizations, agencies of the federal government, or any other entity authorized to participate. This contract does not guarantee any sales. Any awarded contract may be modified to incorporate new technology or technological upgrades related to the Scope of Work. The State is not including rental vehicles at this time, but reserves the right to add them via amendment should the need arise.

It is anticipated that the awarded contractors will provide community and environmental adaptation and accessibility products, installation, and maintenance to assist people with accessibility in the home and community. There are currently four contractors in this portfolio.

Included Categories:

Scope of Work and Contractor Requirements

General Scope of Services The State is seeking highly qualified Contractors to provide a comprehensive range of accessibility products, installations, and ongoing maintenance to foster independence and mobility for Eligible Users in both their homes and communities. To meet the diverse needs of these users, the Contractor must have the capacity and expertise to deliver solutions across the following key categories:

· Vehicle Adaptive Equipment (Install and Maintenance): Supplying, professionally installing, and maintaining adaptive vehicle modifications, including but not limited to vehicle lifts, specialized driving controls, and structural conversions.

· Used Modified Vehicles: Providing turnkey, fully modified accessible vehicles. Specifically, the Contractor must have the ability to source and supply safe, reliable used modified vehicles to offer cost-effective transportation options for Eligible Users.

· Home Lifts, Ramps and Walk in Showers (Install and Maintenance): Supplying, installing, and providing ongoing maintenance for residential accessibility equipment, which includes stair lifts, vertical platform lifts (VPLs), ceiling track lifts, structural accessibility ramps and walk in showers.

The awarded Contractor will be responsible for the entire lifecycle of these services—from the initial consultation, site or vehicle assessment, and product sourcing, to code-compliant installation, mandatory end-user training, and ongoing preventative and reparative maintenance.

Contractor Requirements:

· The Contractor must maintain a current catalog of community and environmental adaptation products, maintenance, and installation services.

· This catalog will be published on the Division of Purchasing’s website and may be updated by the Contractor as needed if the contractor provided a % discount off the MSRP.

· All Vehicle modifications and installed equipment must comply with all applicable Federal Motor Vehicle Safety Standards (FMVSS).

· The Contractor must ensure all completed home installations and work comply with all current building codes for the municipality where the work is conducted.

· An inspection will be conducted post-installation prior to payment being made to ensure all goods and installation aspects are working optimally.

· The inspection may be done in-person or electronically, pictures/video may be required.

· If the Contractor requires an Eligible User to provide information to set up a charge account (e.g., a credit application), the Contractor must not require the Eligible User to sign any agreement that contains terms and conditions beyond this agreement.

Pricing and Billing Information General Pricing:

· The Contractor’s pricing may not be higher than prices offered to any other purchasers.

· The Contractor must provide pricing, or a method to determine pricing, for all products, services, and fees, which will be detailed in Attachment C.

· The Contractor shall maintain a price list detailing the cost of each item in the catalog.

· The price for each item must include end-user training on how to use the item, if applicable.

· The modified vehicle handover must include a mandatory in-vehicle demonstration and a supervised test drive with the user.

· The price list must include an hourly rate for installation, which must cover the removal of all debris resulting from the installation.

· Any additional costs, such as different hourly rates for required home or equipment modifications, must be detailed alongside conditions for when they apply.

· Any shipping charges to the Eligible User must be listed as a separate line item on all quotes and invoices.

Quotes and Billing:

· The Contractor must quote and bill everything line item by line item, and installation must have its own line item.

· The Contractor may receive requests for quotes; however, the quoted total cost shall not exceed the costs outlined in the Contractor’s price list.

· Providing a quote does not guarantee a project award, as contract users may use quotes to make best-value determinations.

Price Guarantee and Adjustments:

· All pricing and rates are guaranteed during the price guarantee period and are considered maximum pricing.

· If the Contractor offers a percentage discount from MSRP or public pricing, this discount is considered a minimum discount for the life of the contract.

· A catalog or public website with pricing must be available at all times for Eligible Users to verify percentage discounts.

· After the price guarantee period concludes, the Contractor may request a contract pricing amendment.

· Adjustment requests must be made at least 30 days prior to the expected effective date and must not yield a higher profit margin than the original pricing.

· Requests must include thorough market analysis (e.g., Producer Price Index data) or objective documentation from suppliers.

· The Division of Purchasing’s Contract Manager reserves the right to approve or deny price adjustments.

· Pricing remains unchanged beyond the guarantee period until an amendment is officially executed.

· New products or services may be added to the contract via amendment upon the Contract Manager's approval, limited to one request per calendar year.

Travel and Reimbursements The Contractor may charge for round-trip mileage between their place of business and the customer’s home. This rate must match the one specified in Attachment C – Cost Sheet.

Department of Health and Human Services (DHHS/DSPD) Requirements Specific requirements apply when providing goods and services to clients of the Department of Health and Human Services, Division of Services for People with Disabilities (DHHS/DSPD):

· The Contractor must become an Atypical Medicaid Provider and work with the DHHS/DSPD contract team to complete this process.

· No items may be ordered, and no work may commence, prior to receiving written approval from the DHHS/DSPD Contract Team.

· The Contractor must coordinate with DHHS/DSPD, the end user, and the Support Coordinator to schedule work and gather information regarding end-user needs.

· The Contractor must sign a DHHS/DSPD billing form 295, provided by either DHHS/DSPD or the Support Coordinator.

· The Contractor shall not receive payments for any items or costs not listed on the billing form 295.

· A final invoice for payment must be provided to the Support Coordinator upon project completion.

· Payment will only be issued after the project is entirely finished, the final invoice is submitted, and the Support Coordinator has confirmed project completion with DHHS/DSPD.

Federal Precedence and Informed Choice The State of Utah is not required to utilize these contracts when Federal Regulations supersede the procurement code and administration of funds. Per UCA 63G-6a-107(2) and UCA 63G-6a-1004, procurements involving the expenditure of federal or state assistance, federal contract funds, or matching funds must comply with applicable mandatory federal or state laws and regulations.

Informed Choice Regulations:

· Federal Regulation 34 CFR § 361.52 requires that applicants and recipients of vocational rehabilitation services are provided information and support to exercise informed choice throughout the rehabilitation process.

Utah State Office of Rehabilitation (USOR) Policy:

· USOR Policy 26.2 mandates that Vocational Rehabilitation (VR) Counselors provide meaningful and informed choice regarding programs, vocational goals, rehabilitation services, and service providers. Independent Living Clients have the right to consumer choice pursuant to 45 CFR 1329

· Information relevant to choice must be delivered in a communication mode deemed appropriate for the individual.

· Under USOR Policy 26.5, VR Counselors will provide thorough descriptions of available services.

· When comparable providers are available, they will be identified and evaluated based on cost, accessibility, duration, consumer satisfaction, provider qualifications, service types, integration levels, and achieved outcomes.