24.10 Types of Purchases

Goods and services can be purchased for consumers from a variety of community rehabilitation programs and vendors, including, but not limited to contracted providers, non-contracted providers, and medical service providers.

A Community Rehabilitation Program provides directly or facilitates the provision of one or more of the following rehabilitation services to individuals with disabilities so that they can maximize their opportunities for therapeutic advancement. For more information see 24.2 Key Terms.

Each type of purchase has specific steps that must be completed to ensure compliance with state comptroller purchasing requirements.

24.10.1 Non-competitive Purchases

Purchases of goods and/or services in the amount of $5,000 or less from a single vendor are not required to have competitive bids, but must conform to the purchasing guidelines and principles detailed in this chapter. All purchases, except contracted services such as power wheelchairs, costing more than $5,000, must be competitively bid or approved as a Proprietary or Sole Source Purchase (See 24.10.2 Proprietary/Sole Source Purchases).

When a Service Authorization for more than $5,000 is entered into the ReHabWorks, ReHabWorks will automatically create a draft Service Authorization (See ReHabWorks Users Guide, Chapter 19 Case Authorizing Payment, 19.6 PO Close).

The draft SA (called a draft purchase order in ReHabWorks) generates an action for Health and Human Services Procurement Services Customer Services to get bids and assign a buyer if appropriate. (See ReHabWorks Users Guide, Chapter 19 Case Authorizing Payment, 19.6 PO Close.)

 

24.10.2 Proprietary/Sole Source Purchases

A proprietary or sole source purchase occurs when only one brand name (manufacturer), or only one provider, can meet the agency’s specifications for the product or service because of distinctive features or characteristics that are not shared or provided by competing companies, similar products, or comparable services. When the specification limits consideration to one product or supplier, the case file must contain a written and approved DARS1322, Proprietary Purchase Justification.

A proprietary or sole source purchase justification is required, if the above and one or more of the following, applies:

  • the planned purchase exceeds $5,000;
  • the planned purchase does not involve Maximum Affordable Payment Schedule;
  • the planned purchase not is for tuition; and
  • no contract is applicable.

In this case, use DARS1322, Proprietary Purchase Justification, for consumer or consumer-related purchases.

A Proprietary Purchase or Sole Source Transaction may not exceed $25,000 and this is not subject to area manager exception.

24.10.3 Contracted Goods/Services

When purchasing contracted goods and services, you must refer to the:

Contract administration staff members solicit and manage contracts for CRS program goods and services. Some goods or services must be purchased under contract. Before purchasing a good or service, use ReHabWorks to find out if a contract is required. When the service authorization is generated, ReHabWorks assigns the contract number based on the vendor and the type of purchase. Refer to the ReHabWorks User's Guide, Chapter 16 Case Service Record for more information about creating a service record.

Consumer goods and services that are purchased under contract include, but are not limited to:

  • rehabilitation technology, such as:
    • hospital services;
    • inpatient or outpatient services; and
    • inpatient comprehensive medical rehabilitation services;
  • post-acute rehabilitation services; and
  • nonresidential services and equipment, such as:
    • some medical equipment;
    • durable medical equipment;
    • manual wheelchairs (fully functional chairs);
    • scooters;
    • seating and positioning systems;
    • patient lifts;
    • power wheelchairs (fully functional chairs);
    • hospital beds;
    • power units and controllers; and
    • hearing aids.

Ensuring a Contract is Valid

The CRS program must note the contract numbers related to the goods or services purchased under contract and ensure that the contract is current on the service authorization.

When creating a service record in ReHabWorks to purchase goods or services that require a contract, make sure the contract for the selected good or service is valid during the entire planned period of service by using the procedure below.

Review the provider contract information in ReHabWorks from the Service Record page by:

  • selecting the Vendor Detail button;
  • accessing the vendor's details by selecting the vendor's name; and
  • viewing the contract details by selecting the contract number.

Read the contract details carefully to ensure that the contracted good or service is included in the contract and the dates of service are within the contract start and end dates.

If the contract is not valid when the good or service is purchased or delivered, do not use that good or service. Instead, be sure to:

  • continue to search in ReHabWorks for a valid good or service; and
  • consult with your manager if you are unable to locate a valid good or service.

In the comments section of the service authorization, enter all special instructions or requirements for the specific good or service being purchased. Refer to the ReHabWorks User’s Guide, Chapter 16 Case Service Record for more information about creating a service record.