Sample Option-Letter.docx
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- Attached to
- CSP Background Check Polygraph Services
- Solicitation number
- RFP RBAA 2026000214 2
- Issued by
- Denver County, Denver City, Colorado
About this file
This is a State of Colorado Contract Modification Option Letter template used by state agencies and institutions of higher education to exercise contractual options with contractors. The document provides a standardized framework for modifying existing contracts through various mechanisms, including extending contract terms, adjusting quantities of goods or services, modifying contract rates, or initiating subsequent phases of multi-phase contracts. The option letter references the original contract number and establishes a new option contract number while maintaining alignment with the original contract's performance dates and terms.
The template accommodates five distinct modification scenarios, each with specific required provisions that define how the state exercises its contractual rights. The option letter structure includes sections for documenting the current contract maximum amount broken down by state fiscal year, with provisions for updating the contract's signature and cover page upon modification. The document requires approval and signature from both the applicable state agency or institution representative and the State Controller or an authorized delegate to become effective. Per Colorado Revised Statutes Section 24-30-202, the option is not valid until signed and dated by the State Controller or authorized delegate, establishing a clear approval process for all contract modifications regardless of modification type.
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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 .