Sample Option-Letter.docx
DOCX document 33 KB Posted
- Attached to
- CSP Background Check Polygraph Services
- Solicitation number
- RFP RBAA 2026000214 1
- Issued by
- Denver County, Denver City, Colorado
About this file
This is a State of Colorado Contract Modification Option Letter template used to extend or modify existing contracts with state agencies and institutions of higher education. The document provides a standardized framework for exercising contractual options, including contract extensions, modifications to goods or services quantities, rate adjustments, and phase initiations. The option letter requires insertion of specific contract details such as the original contract number, option number, performance dates, and maximum contract amounts across applicable state fiscal years. The effective date of any option is contingent upon approval by the State Controller or a designated date, whichever is later, and the option becomes valid only upon execution by the State Controller or an authorized delegate in accordance with Colorado Revised Statutes Section 24-30-202.
The template accommodates five distinct option types: extension of the contract term at existing rates, modification of goods quantities, modification of service quantities, adjustment of contract rates, and initiation of subsequent project phases. When exercising options that modify the contract maximum amount, the signature and cover page of the original contract is updated to reflect the new financial terms. The document specifies that all rate modifications replace previous contract rates as of the option effective date. This template is applicable to the Colorado State Patrol's Background Check Polygraph Services contract, providing a mechanism for the state to adjust contract terms without requiring full contract re-procurement.
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Text version
State of Colorado Contract Modification Option Letter State Agency [Insert Department’s or IHE’s Full Legal Name] Contractor [Insert Contractor’s Full Legal Name] 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] Current Contract Maximum Amount Initial Term State Fiscal Year [20xx]: $[0.00] Extension Terms State Fiscal Year [20xx]: $[0.00] State Fiscal Year [20xx]: $[0.00] State Fiscal Year [20xx]: $[0.00] State Fiscal Year [20xx]: $[0.00] Total for All State Fiscal Years: $[0.00]
1. Options:
A. Option to extend for an Extension Term Option to change the quantity of Goods under the Contract Option to change the quantity of Services under the Contract Option to modify Contract rates Option to initiate next phase of the Contract
2. Required Provisions:
A. For use with Option 1(A) In accordance with Section(s) [Number] of the Original Contract referenced above, the State hereby exercises its option for an additional term, beginning [Insert start date] and ending on the current contract expiration date shown above, at the rates stated in the Original Contract, as amended.
B. For use with Options 1(B and C) In accordance with Section(s) [Number] of the Original Contract referenced above, the State hereby exercises its option to [Increase/Decrease] the quantity of the [Goods/Services or both] at the rates stated in the Original Contract, as amended.
C. For use with Option 1(D) In accordance with Section(s) [Number] of the Original Contract referenced above, the State hereby exercises its option to modify the Contract rates specified in [Exhibit/Section] [Number/Letter]. The Contract rates attached to this Option Letter replace the rates in the Original Contract as of the Option Effective Date of this Option Letter.
D. For use with Option 1(E) In accordance with Section(s) [Number] of the Original Contract referenced above, the State hereby exercises its option to initiate Phase [indicate which Phase: 2, 3, 4, etc.], which shall begin on Insert start date and end on [Insert ending date] at the cost/price specified in Section [Number].
For use with all Options that modify the Contract Maximum Amount The Contract Maximum Amount table on the Contract’s Signature and Cover Page is hereby deleted and replaced with the Current Contract Maximum Amount table shown above.
3. Option Effective Date:
The effective date of this Option Letter is upon approval of the State Controller or [Month Day, Year], whichever is later.
State of Colorado Jared S. Polis, Governor [INSERT: Name of Agency or IHE]
By: [Name & Title of Person Signing for Agency or IHE] Date:
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: __________________
In accordance with §24-30-202, C.R.S., this Option is not valid until signed and dated above by the State Controller or an authorized delegate.
File details come from the government source that posted it. Updated .