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Please reference the below guidance that was outlined in your 2027 Contract Year Email from your ECDMH Contract Coordinator that kicked off our 2027 Contract season in May 2026 and provides details regarding updates that may impact your agency. 

The due date for completion and return of the contract prep documents to your Contract Coordinator was August 3, 2026. If you have not completed the following documents and received approval from your Contract Coordinator, your 2027 Contract will be on hold and cannot be distributed to you for processing until all these pre-contract items have been completed and reviewed & approved in full:

  • 2027 Corporate Compliance Plan Certification;
  • 2027 ECDMH Disaster Preparedness Contacts COOP;
  • 2027 Contract Year SoS and Forms Submission Checklist;
  • Your Agency 2027 Scopes of Service; and
  • New this year, you will also need to provide your agency’s Continuity of Operations Plan with your submission.

Please return all of the documents for your agency to your assigned Contract Coordinator, preferably in one (1) email. If you are not able to send everything in one email because of the number of attachments and limits on email size, you can send in more than one email, but everything should be sent at the same time. Please use the email Subject Line: 2027 Contract Year SoS and Forms - Agency Name when sending us your documents. If you need to send your documents in more than one email, please also include the email number and total number of emails needed to send your documents 
(ex. 1 of 2 or 2 of 2). For example: 2027 Contract Year SoS and Forms - BestSelf Behavioral Health (1 of 2).

We are implementing process improvements and have developed a plan to improve contract execution for 2027 with the goal to have all contracts executed by 1/1/2027. Changes to the 2027 contract process were announced at the Leadership Meetings in April and May.

Key changes to the process:
Draft 2027 Scopes of Service (SoS) and instructions were emailed to agencies by your assigned Contract Coordinator in early July. The SoS will no longer need to be downloaded from ClearPoint. Agencies will need to review the draft SoS, make any necessary changes using Track Changes, and email all completed SoS, back to their Contract Coordinator. Agencies will also need to complete the COOP form and Corporate Compliance Plan form and email these to the Contract Coordinator. 

2027 Contract Documents will be emailed to your agency starting in October 2026. 

To execute all 2027 contracts by January 1, 2027, we need your active participation. Specifically, please ensure the following deadlines and requirements are met:

  1. Return your Scopes of Service and forms by August 3, 2026. If you have an issue meeting this deadline, it is the responsibility of the agency to communicate with their contract coordinator in advance of the deadline.
  2. Return your completed and signed original contract Start Letter documents (that will be sent starting in October) within two (2) weeks of receipt. If there is going to be a delay, please reach out to your contract coordinator in advance of the deadline.
  3. Note when your insurance policies are expiring, as we cannot process any contracts unless we have approved certificates of insurance (COI) on file. We also cannot pay any invoices if your COI have expired, so it is important that you monitor this closely and submit updated COI in a timely manner.

Please do not hesitate to reach out to your contract coordinator with any questions or concerns. We appreciate and value our partnership. ECDMH believes these changes will improve our process and most importantly ensure agencies are paid in a timely manner.

2027 CONTRACTS:

Forms to be completed by all Contract Agencies and submitted to your ECDMH Contract Coordinator (CC) by August 3, 2026:

Click on the links provided below for detailed instructions: 

 

Once your Contract Coordinator has approved all of the above-referenced CC documents, you will be emailed a “START Letter” with your 2027 Initial Contract and related documents attached from Melissa Stark signifying the next phase of the contract execution process.

*Please follow the instructions contained within this “Start Letter” email carefully for completing and returning these documents.

You will need to refer to your 2027 Initial Contract Start Letter Email for the following as these documents are created specifically for your agency: 

  • 2027 Initial Contract;
  • 2027 BAA;
  • PDF of your final 2027 Scope(s) of Service; and, where applicable,
  • HUD Subrecipient Agreement(s).

*All Initial Contract documents that are attached to the Start Letter require original, inked signatures - no electronic signatures will be accepted.

It is highly encouraged that you send Melissa Stark a scan of your completed contract documents in advance of returning them so she can review and confirm that they have been completed accurately and in full: Melissa.stark@erie.gov. 

We are now requiring that agencies turn all contract related documents around within 2 weeks of their receipt. 

All contracts will be processed on our end in the order to which we receive them by mail or hand delivery.

REFERENCE MATERIAL:

Erie County Forensic Mental Health Standard Operating Procedures (Exhibit B for FMH Internship Affiliation Agreements)

2027 ECDMH Procedure Manual for Contract Agencies 

2027 ECDMH Contract Reporting Calendar

2027 A-SPOA Guidance Manual

2027 ECDMH HUD CoC Grant Policy & Procedures 

HUD Rental Stipend Worksheet

Procurement Guidelines for All Funders

NYS OASAS Administrative & Fiscal Requirements Manual

NYS OASAS State Aid Funding Authorization Funding Requirements 

2027 Prevention Providers: "Prevention Deliverables Handbook" 

Opioid Settlement Fund Approved Uses of Funds
*Please note, if you are an Opioid Settlement Fund (OSF) recipient, you received a separate OSF Contract that provided all necessary guidelines.

ECDMH INSURANCE:

Please submit all Certificates of Insurance and renewals to ECDMH Contracts Specialist, Melissa Stark, via email only @ Melissa.Stark@erie.gov. 

See Section VI.F. Contract Property and Section VII.V. Procurement of Equipment / Services in our 2026 Procedure Manual- for further details on listing Property Liability for Contract Agencies.

County of Erie Standard Insurance Certificate - fillable PDF
County of Erie Insurance Requirements (follow Column C - Professional Services)
 

For Reference Only:

SAMPLE ACORD 25 Meeting ECDMH Insurance Requirements for Liability Policies

SAMPLE ACORD 27 Evidence of Property Certificate

SAMPLE Workers' Comp. Certificate C 105.2

SAMPLE Disability Certificate DB 120.1

CLEARPOINT GUIDANCE:

ClearPoint Guidance for Erie County Contract Agencies