Exhibit H - Sample Option Letter .pdf
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- Attached to
- ACP Client Data Removal Services
- Solicitation number
- RFP AADA 2027000046 2
- Issued by
- Denver County, Denver City, Colorado
About this file
This document is a sample Option Letter template for use by State of Colorado agencies and institutions of higher education (IHEs) to exercise contract extension options with contractors. The Option Letter serves as the formal mechanism for extending an existing contract for additional state fiscal years beyond the initial term. The template accommodates multiple extension terms, with provisions for documenting the option number, original contract number, option contract number, performance beginning date, and current contract expiration date. The option becomes effective upon signature by the State Controller or an authorized delegate, in accordance with C.R.S. 24-30-202.
The template allows for specification of contract maximum amounts for the initial term and up to four extension terms, with a total line item for all state fiscal years. Extension terms proceed at the rates stated in the original contract as amended, with the option effective date occurring upon State Controller approval. The document requires insertion of specific agency and contractor names, dates, and contract identification numbers, along with signatures from the agency head or authorized representative and the State Controller or delegate, ensuring proper authorization and documentation of the contract extension through established state procurement procedures.
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Text version
Exhibit H 1
Exhibit H - Sample Option Letter
Option Letter #
State Agency [Insert Department's or IHE's Full Legal Name]
Contractor [Insert Contractor's Full Legal Name]
Current Contract Maximum Amount Initial Term
State Fiscal Year 20xx: $0
Extension Terms State Fiscal Year 1: 20xx $0.00
State Fiscal Year 2: 20xx $0.00
State Fiscal Year 3: 20xx $0.00
State Fiscal Year 4: 20xx $0.00
Total for All State Fiscal Years $0.00
Option Letter Number [Insert the Option Number (e.g. "1" for the first option)]
Original Contract Number [Insert CMS number or Other Contract
Number of the Original Contract]
Option Contract Number [Insert CMS number or Other Contract Number of this Option]
Contract Performance Beginning Date [Month Day, Year]
Current Contract Expiration Date [Month Day, Year]
1. Options:
A. Option to extend for an Extension Term
2. Required Provisions:
In accordance with section 2.C of the Original Contract referenced above, the
State hereby exercises its option for an Extension Term, beginning [DATE] and ending on the Current Contract Expiration Date shown above, at the rates stated in the Original Contract, as amended.
3. Option Effective Date:
A. The Effective Date of this Option Letter is upon the signature of the State
Controller or an authorized delegate.
State of Colorado
Jared S. Polis, Governor
[INSERT-Name of Agency or IHE]
[INSERT-Name & Title of Head of Agency or IHE]
By: [Name & Title of Person Signing for Agency or IHE]
Date: _________________________
Exhibit H 2
In accordance with §24-30-202, C.R.S., this Option is not valid until signed and dated below by the State
Controller or an authorized delegate.
State Controller
Robert Jaros, CPA, MBA, JD
By: [Name of Agency or IHE Delegate-Please delete if contract will be routed to OSC for approval]
Option Effective Date:
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