Exhibit E Sample Option Letter.doc
DOC document 63 KB Posted
- Solicitation number
- RFP IHFA 2016000036 2
- Issued by
- Denver County, Denver City, Colorado
About this file
This is a sample option letter template issued by the State of Colorado Department of Human Services for exercising contractual renewal and modification options. The document provides a standardized format for state agencies to document their election of available contract options, including renewal for additional terms, adjustments to the quantity of goods or services within the current term, modifications to service levels, and initiation of subsequent contract phases. The template requires agencies to select applicable options from two categories and populate specific contract information, including the original contract routing number, contractor name, option start and end dates, and the associated costs or pricing structures referenced in the original contract agreement. The option letter must specify the effective date and require completion of all applicable provisions to ensure clarity regarding the scope and financial terms of the exercised option.
All option letters utilizing this template must receive approval by the State Controller in accordance with Colorado Revised Statutes 24-30-202 before becoming effective and binding. The document emphasizes that the State Controller's signature is mandatory for contract validity and that contractors are not authorized to commence performance under any option until such approval is obtained and dated. The template includes provisions for documenting the fiscal year impact, calculating the new total contract value inclusive of all previous amendments, and modifying relevant contract sections as necessary. Contractors who begin performance prior to State Controller approval do so at their own risk, with the state bearing no obligation to compensate them for unauthorized work or services rendered.
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| Exhibit D Budget Proposal Submission Form .xlsx | XLSX spreadsheet | |
| Exhibit F Signature page.doc | DOC document | |
| 2016000036 TGYS v2.docx | DOCX document | |
| TA Evidence Based Practices QA.docx | DOCX document | |
| Exhibit A - Sample State Contract.docx | DOCX document | |
| Exhibit C Additional SOW Provisions.docx | DOCX document |
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Text version
exhibit E- SAMPLE OPTION LETTER
| Date: |
| State Fiscal Year: |
| Option Letter No. |
| CMS Routing # |
1) OPTIONS: Choose all applicable options listed in §1 and in §2 and delete the rest [also delete all yellow highlighted text].
a.
Option to renew only (for an additional term) b.
Change in the amount of goods within current term c.
Change in amount of goods in conjunction with renewal for additional term d.
Level of service change within current term e.
Level of service change in conjunction with renewal for additional term f.
Option to initiate next phase of a contract
2) REQUIRED PROVISIONS. All Option Letters shall contain the appropriate provisions set forth below:
a.
For use with Options 1(a-e): In accordance with Section(s) of the Original Contract routing number between the State of Colorado, Department of Human Services, and Contractor's Name, the State hereby exercises its option for an additional term beginning Insert start date and ending on Insert ending date at a cost/price specified in Section , AND/OR an increase/decrease in the amount of goods/services at the same rate(s) as specified in Identify the Section, Schedule, Attachment, Exhibit etc.
b.
For use with Option 1(f), please use the following: In accordance with Section(s) of the Original Contract routing number between the State of Colorado, Department of Human Services, and Contractor's Name, the State hereby exercises its option to initiate Phase indicate which Phase: 2, 3, 4, etc for the term beginning Insert start date and ending on Insert ending date at the cost/price specified in Section .
c.
For use with all Options: The amount of the current Fiscal Year contract value is increased/decreased by $ amount of change to a new contract value of Insert New $ Amt to as consideration for services/goods ordered under the contract for the current fiscal year indicate Fiscal Year. The first sentence in Section is hereby modified accordingly. The total contract value including all previous amendments, option letters, etc. is Insert New $ Amt.
3) Effective Date. The effective date of this Option Letter is upon approval of the State Controller or , whichever is later.
STATE OF COLORADO
John W. Hickenlooper, GOVERNOR Department of Human Services
Reggie Bicha, Executive Director
By: Insert Name & Title of Person Signing for Agency or IHE Date: _________________________
ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and/or services provided hereunder.
STATE CONTROLLER
Robert Jaros, JD, MBA, CPA By: ____________________________________
Date: ___________________
Effective Date: 1/6/09-Rev 8/25/09
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