Attachment+B+Scope+of+Work (1).docx

Attachment B Scope of Work

Patient and Wheelchair Lift Multiple Award Overview

When buying a procurement item from a multiple award contract, an Eligible User may place orders with any vendor or contractor under contract based on which procurement item best meets the needs of the procurement unit. Each contract for lifts and related services are awarded based on best value as determined by cost and non-price criteria. As a result, all vendors, contractors and procurement items under contract issued have been determined to provide best value to procurement units buying from these contracts.

However, an Eligible User may not use a multiple award contract to steer purchases to a favored vendor or use any other means or methods that do not result in fair consideration being given to all vendors that have been awarded a contract under a multiple award.

Eligible Users MUST consult each contract before making their best value determination and proceeding to purchase.

A. Purpose:

1. To provide community and environmental adaptation and accessibility products and maintenance to assist people with accessibility in the home and community. There are seven main categories of products and services pursuant to this contract. The categories are:

a) Vehicle lifts;

b) Portable home lifts;

c) Stair lifts;

d) Ceiling track lifts;

e) Ramps;

f) Shower and bath products and toileting assistive equipment; and

g) Other Community and Environmental Adaption and Accessibility Equipment.

B. Contractor Requirements:

1. The Contractor shall maintain a current a catalog of community and environmental adaptation and accessibly products and maintenance which will be published on the Division of Purchasing’s website. The Contractor may update this catalog as needed. Products may include:

a) Patient lifts, such as stair lifts, ceiling track lifts, portable lifts, over the bed lifts, and vertical platform lifts;

b) Vehicle lifts;

c) Vehicle modifications;

d) Ramps;

e) Adult Stollers;

f) Shower and bath products and Toileting assistive equipment such as shower chairs, tub buddies, grab bars;

g) Expandable door hinges; and

h) Other comparable items.

2. Pricing: The Contractor’s prices may not be higher than prices the Contractor offers to any other purchasers. The Contractor shall maintain a price list which includes:

a) The price of each item in the Contractor’s catalog. The price for each item shall include training to the end user on how to use the item;

b) An hourly rate for installation of the item. Installation includes removal of all debris resulting from the installation;

c) Any other additional costs and details on when the additional cost would be added to the total cost of the purchase. Additional costs may include:

I. Travel and lodging: Travel costs shall be paid in accordance with the rules and per diem rates as found in the Utah Administrative Code R25-7. Travel costs shall not be greater than what is outlined in R25-7.

II. Modification cost: If home or equipment modifications are required and there is additional cost to complete this modification. For example, the price list may include an hourly rate that is different than the listed installation hourly rate when modifications are required.

3. The Contractor shall ensure all installations and work completed is in compliance with all current building codes for the municipality of the location the installation and work is being conducted.

a. An inspection will be conducted after installation to ensure all aspects of goods and installation are working optimally.

4. If the Contractor is conducting business pursuant to this contract with Department of Human Services, Division of Services for People with Disabilities (DHS/DSPD), the Contractor shall become an Atypical Medicaid Provider. The Contractor shall work with the DHS/DSPD contract team to complete this process.

5. The Contractor may receive a request for a quote. When providing a contract user a quote, the total cost shall not be higher than the costs outlined in the Contractor’s price list. Providing a contract user a quote for a project is not a guarantee that the Contractor will be awarded the project. The contract user may use the quote provided to make a best value determination on awarding the project.

C. Specific Payments and Billing Requirements for goods and services provided to DHS/DSPD clients:

1. The Contractor shall not order any items, or start any work prior to receiving written approval from DHS/DSPD Contract Team.

2. The Contractor shall coordinate with DHS/DSPD, the end user, and the end user’s Support Coordinator for scheduling time to complete the work or gathering more information about the end user’s needs.

3. The Contractor shall sign a DHS/DSPD billing form 295 (295). The Contractor shall receive the 295 from either DHS/DSPD or the end user’s Support Coordinator.

4. The Contractor shall provide a final invoice for payment to the end user’s Support Coordinator after the project is completed.

5. The Contractor shall not receive payment until after the project is completely finished, the final invoice has been provided the end user’s Support Coordinator, and the Support Coordinator has provided confirmation to DHS/DSPD of the project being completed.

6. The Contractor shall not receive payments for any items or costs that are not listed on the 295.

E. Precedence/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) - Notwithstanding any conflicting provisions of this chapter, if a procurement involves the expenditure of federal or state assistance, federal contract funds, local matching funds, or federal financial participation funds, the procurement unit shall comply with mandatory applicable federal or state law and regulations not reflected in this chapter. Additionally, per UCA 63G-6a-1004 - This part does not apply to the extent it conflicts with federal requirements relating to a procurement that involves the expenditure of federal assistance, federal contract funds, or federal financial participation funds.

Federal Regulation 34 CFR § 361.52 Informed choice

a) General provision. The vocational rehabilitation services portion of the Unified or Combined State Plan must assure that applicants and recipients of services or, as appropriate, their representatives are provided information and support services to assist applicants and recipients of services in exercising informed choice throughout the rehabilitation process consistent with the provisions of section 102(d) of the Act and the requirements of this section.

b) Written policies and procedures. The designated State unit, in consultation with its State Rehabilitation Council, if it has a Council, must develop and implement written policies and procedures that enable an applicant or recipient of services to exercise informed choice throughout the vocational rehabilitation process. These policies and procedures must provide for:

1. Informing each applicant and recipient of services (including students with disabilities who are making the transition from programs under the responsibility of an educational agency to programs under the responsibility of the designated State unit and including youth with disabilities), through appropriate modes of communication, about the availability of and opportunities to exercise informed choice, including the availability of support services for individuals with cognitive or other disabilities who require assistance in exercising informed choice throughout the vocational rehabilitation process;

2. Assisting applicants and recipients of services in exercising informed choice in decisions related to the provision of assessment services;

3. Developing and implementing flexible procurement policies and methods that facilitate the provision of vocational rehabilitation services and that afford recipients of services meaningful choices among the methods used to procure vocational rehabilitation services;

4. Assisting eligible individuals or, as appropriate, the individuals’ representatives, in acquiring information that enables them to exercise informed choice in the development of their individualized plans for employment with respect to the selection of the:

i. (i) Employment outcome;

ii. Specific vocational rehabilitation services needed to achieve the employment outcome;

iii. Entity that will provide the services;

iv. Employment setting and the settings in which the services will be provided; and

v. Methods available for procuring the services; and

vi. Ensuring that the availability and scope of informed choice is consistent with the obligations of the designated State agency under this part.

c) Information and assistance in the selection of vocational rehabilitation services and service providers. In assisting an applicant and eligible individual in exercising informed choice during the assessment for determining eligibility and vocational rehabilitation needs and during development of the individualized plan for employment, the designated State unit must provide the individual or the individual’s representative, or assist the individual or the individual’s representative in acquiring, information necessary to make an informed choice about the specific vocational rehabilitation services, including the providers of those services, that are needed to achieve the individual’s employment outcome. This information must include, at a minimum, information relating to the:

1. Cost, accessibility, and duration of potential services;

2. Consumer satisfaction with those services to the extent that information relating to consumer satisfaction is available;

3. Qualifications of potential service providers;

4. Types of services offered by the potential providers;

5. Degree to which services are provided in integrated settings; and

6. Outcomes achieved by individuals working with service providers, to the extent that such information is available.

d) Methods or sources of information. In providing or assisting the individual or the individual’s representative in acquiring the information required under paragraph (c) of this section, the State unit may use, but is not limited to, the following methods or sources of information:

1. Lists of services and service providers;

2. Periodic consumer satisfaction surveys and reports;

3. Referrals to other consumers, consumer groups, or disability advisory councils qualified to discuss the services or service providers;

4. Relevant accreditation, certification, or other information relating to the qualifications of service providers; or

5. Opportunities for individuals to visit or experience various work and service provider settings. (Approved by the Office of Management and Budget under control number 1205–0522)

Utah State Office of Rehabilitation Policy

Utah State Office of Rehabilitation (USOR) Policy 26.2 policy requires VR Counselors to provide applicants, eligible individuals, or as appropriate their representative informed and meaningful choice throughout the VR process. Informed choice means the VR Counselor provides information regarding USOR programs, discusses options for the development of an IPE, explores options to enable the individual to have meaningful and informed choice in choosing a vocational goal, specific rehabilitation services, possible service providers, and methods of procuring needed services. Informed choice includes understanding of program restrictions, policy, and due process rights. Informed choice is the cornerstone of ethical VR Counseling and the development of a VR Counselor-Client relationship that will enable the individual to be successful. Information relevant to making a choice shall in all circumstances be provided in a mode of communication that is determined appropriate to the individual.

USOR Policy 26.5 Informed Choice in Determining Services, Providers of Services, and Methods to Provide and/or Secure the Services.

a. VR Counselors will provide all eligible individuals with a thorough description of the scope of available services as described in 34 CFR 361.49.

b. When there are comparable providers of services available those providers will be identified. After thorough examination and discussion of factors related to the use of each provider, including at a minimum:

1. Cost, accessibility, and duration of potential services;

2. Level of consumer satisfaction with those services to the extent that such information is available;

3. Qualifications of potential service providers;

4. Types of services offered by those providers; and

5. Degree to which services are provided in integrated settings.

6. Outcomes achieved.

c. Except where otherwise prohibited by state or federal law, regulation, or policy; alternative methods to provide and/or secure services will be identified for clients and they will choose the method(s).

d. The continuing effectiveness and satisfaction of the informed choices will be reviewed periodically especially during scheduled and unscheduled reviews of the IPE or the client’s VR progress