Contract Type: Vehicle Modification
The contractor and contractor staff that provide the services described in this chapter also must comply with Chapters 1–3 of the VR Standards for Providers manual.
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The standards in this chapter apply to contracted vehicle modification equipment (VME) purchased by the Texas Workforce Commission Vocational Rehabilitation (TWC-VR) customers.
TWC-VR only purchases VME and associated installation from contracted manufacturers (contractors).
After a driving evaluation has been completed and the customer selects a contractor, then the VR counselor may authorize the purchase of VME and associated installation only when it is vocationally necessary and is expected to improve the customer's ability to participate in VR services that are required to obtain, maintain, advance in, or regain employment as defined in the customer's individual plan for employment (IPE).
The contractor is required to:
Contractors must have at a minimum the insurance required by NMEDA. As of February 1, 2021, NMEDA requires the following insurance:
The contractor submits the VR3445, Provider Insurance Verification and a certificate of insurance (ACORD) or other equivalent form detailing coverage and signed by the agent to serve as proof of coverage. The certificate must include a statement that Products and Completed Operations liability coverage is included in the policy. Addendums, changes, and updates to renewal dates on these insurance policies must be sent to TWC within 30 days of implementation.
Contracted VME and associated installation items purchased for customers includes, but are not limited to:
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.
Only equipment listed on the TTI/TWC website can be purchased for a customer.
The contractor must:
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.
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:
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.
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.
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 VR3408, Vehicle Modification Evaluation.
Both the VME and VR3408 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 VR3408.
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.
For the contractor to receive payment, the contractor must:
Payment is made when the VR counselor verifies: