Consultant to develop technical assistance materials to support bulk import process for toxicology data into SUDORS

1 | P a g e REQUEST FOR PROPOSALS: Consultant to develop technical assistance materials to support bulk import process for toxicology data into SUDORS TABLE OF CONTENTS: Part I. Overview Information Part II. Full Text of Announcement Section I. Funding Opportunity Description 1. Purpose and Background 2. Objectives 3. Deliverables 4. Timeline Section II. Award Mechanism 1. Mechanism(s) of Support 2. Funds Available Section III. Eligibility Information 1. Eligible Applicants Section IV. Application and Submission Information 1. Content and Form of Application Submission 2. Submission Dates and Times a. Submission, Review, and Anticipated Start Dates b. Submitting an Application c. Application Processing Section V. Application Review Information 1. Criteria 2. Review and Selection Process Section VI. Additional Information 1. Award Notices 2. Contractor Responsibilities 3. CSTE Responsibilities PART I: OVERVIEW INFORMATION Issuing Organization: Council of State and Territorial Epidemiologists (CSTE) at www.cste.org Federal Funding Source: Cooperative Agreement number NU38PW000005.
2 | P a g e PART II: FULL TEXT OF ANNOUNCEMENT Section I. Funding Opportunity Description Statement of Purpose The purpose of this request for funding proposal (RFP) is to identify a subject matter expert consultant or consultant team to work with CSTE to improve overdose mortality data analysis and reporting through development of a process to support bulk import of toxicology data into the State Unintentional Drug Overdose Reporting System (SUDORS). Background SUDORS is essential for CDC National Center for Injury Prevention and Control’s (NCIPC) objective to continue its effective efforts to address the overdose crisis. Forty-nine states and the District of Columbia collect and abstract data on fatal drug overdoses for entry into SUDORS, providing an exceptionally accurate estimate of the burden of overdose mortality in the United States. SUDORS data provide information for public health officials, overdose prevention groups, policymakers, law enforcement, community partners, and the public to better understand the overdose epidemic within their jurisdiction and guide local action plans for prevention. No other surveillance system provides such comprehensive data on fatal overdoses (more than 600 data elements in total), including drugs involved, demographics, place of death, and circumstances surrounding the death, such as substance use disorder treatment status and evidence of a mental health diagnosis. This specificity is critical for identifying opportunities to prevent overdose morbidity and mortality and creating efficient and effective public health programs to address those opportunities. The ability to identify trends within these data at both the state and national levels is also vital to improve the health, longevity, and quality of life of Americans. Objectives By July 31, 2027, the consultant will work collaboratively with CSTE, CDC, and jurisdictions to produce technical assistance resources that support jurisdictions using SUDORS. The consultant will also administer a pilot of a standardized approach for bulk toxicology data import that improves efficiency and accuracy. The finished product will be comprehensive technical guidance and user-friendly resources, standardized data formats, step-by-step instructions, and troubleshooting support to enhance data quality and streamline reporting. Deliverables To meet the above-mentioned objectives, the consultant will be required to meet the following sets of deliverables: Phase 1: Develop standardized code in addition to technical assistance resources for bulk toxicology data import • Review results from the 2026 CSTE Summary Report: “Assessment of how Jurisdictions Enter Toxicology Reports for SUDORS Cases”, to be provided by CSTE at the start of the project
3 | P a g e • Initiate development of code in for bulk toxicology import via CSV file o The code developed in SAS or R should be compatible with extracting Adobe Acrobat PDF data • Draft pilot test material including code for bulk toxicology import via CSV file, associated step- by-step instructions, and accompanying technical assistance resources o Solicit initial input on draft pilot test materials from CSTE and partners for SUDORS user states pilot test • Discuss the technical assistance resources in development and pilot process on up to three selected monthly SUDORS workgroup calls • Facilitate a small group of SUDORS user states via up to six conference calls to obtain feedback on code for bulk toxicology import, associated step-by-step bulk import instructions, and applicable technical assistance resources to enhance data quality and streamline reporting o Incorporate feedback from SUDORS user states to identify additional priority needs that would enhance the initial scope of the technical assistance materials • Conduct the pilot process o The pilot process includes following up with jurisdictions throughout the pilot process, offering technical assistance, and monitoring progress on an as needed basis • Develop a brief presentation discussing the pilot test results, state feedback on utility of technical assistance resources, as well as next steps with CSTE and partners Phase 2: Finalize code for bulk toxicology import and technical assistance materials • Revise code for bulk toxicology import, step by step instructions, and technical assistance materials based on pilot test results and feedback o Engage in conference calls with CSTE staff, SUDORS user states, and partners as needed • Submit the final code package to CSTE • The comprehensive package of technical assistance resources will include the following components: o User introduction to technical assistance resource suite o Code package to convert bulk toxicology to a CSV file o User friendly step by step instructional guide o 2-3 other step-by-step instructional Adobe Acrobat PDF documents to complete the bulk toxicology import o Recorded on-demand training detailing bulk toxicology import steps, including recording and associated materials • Submit a draft of the comprehensive technical assistance resources, including an outline of the on-demand training, for review by CSTE and partners • Finalize comprehensive technical assistance resources including all requested edits by CSTE and partners • Present the findings to CSTE and identified stakeholders via webinar, conference call, or monthly SUDORS recipient meeting
4 | P a g e Timeline November 5, 2026 RFP due to CSTE at 11:59 pm ET November 12, 2026 Selected applicant notification of award Week of November 16, 2026 Project start date & CSTE kickoff call March 15, 2027 Completion: Pilot standardized code and technical assistance resources for bulk toxicology data import (Phase 1) July 31, 2027 Completion: Development of code for bulk toxicology import and technical assistance materials (Phase 2) *Please note that the timeline is subject to change Section II. Contract Mechanism Mechanism of Support CSTE will manage matters related to financial support for this project. CSTE intends to commit up to $75,000 through contract mechanism. The final contract amount is contingent upon submission of a detailed and reasonable budget proposal to be approved by CSTE and the availability of funds. Successful applicants are expected to return a signed contract within 30 days of receiving it. See Attachment I for CSTE’s standard terms and conditions. Section III. Eligibility Information Eligible Applicants Applicants should be non-federal public health professionals (including, but not limited to, those from institutions of higher education, nonprofit organizations, communication firms, public health agencies, or private consultants) with advanced knowledge and experience with overdose surveillance. Applicants who are employed or work on behalf of state, local, tribal or territorial (STLT) health agencies are required to submit an outside activity form or secondary employment request (actual form may vary) that has been approved by their employer with their application. Current CSTE policy states that contracts should not be made with former CSTE staff unless approved by the CSTE Executive Director for extenuating circumstances. Please contact Cailyn Kilgore (ckilgore@cste.org) if you have any questions about this policy or request an exemption. Section IV. Application and Submission Information Content and Form of Application Submission The application should be no longer than 7 pages and should be written using a 12-point, double- spaced, unreduced, Times New Roman font, on 8.5x11 inch paper with one-inch margins. Additional pages or appendices that are not required may not be reviewed. Please include the headings below in the order listed and address all the issues included under each heading. 1. Contact Information (1-page limit)
5 | P a g e a. Provide applicant contact information including email address, phone number, and mailing address. b. The applicant should provide their name as it is listed on their W-9 or EIN. c. Indicate if your organization is a minority- or women-owned business 2. Experience (2-page limit) a. Describe prior experience as it relates to prior experience working with state drug overdose surveillance teams and applied epidemiology systems b. Describe prior experience writing c. Include relevant experience of all project team members d. Describe experience developing technical assistance materials to support epidemiology surveillance 3. Work Plan (3-page limit) a. Describe the details of the implementation plan to complete the outlined deliverables b. The workplan proposal should include plans to use at least one of the following: SAS or R i. Include the proposed software package and rationale c. Any intended use of generative AI should be disclosed and discussed in the workplan proposal. d. Please include a feasible timeline for key activities and milestones 4. Budget and Justification (1-page limit) a. Provide detailed budget and budget justification 5. Other required documentation a. Outside activity form/secondary employment request (if applicable) For further assistance, technical questions, or inquiries about the application, contact Cailyn Kilgore (ckilgore@cste.org). Representatives from CSTE will be available to speak to potential applicants to discuss technical or administrative questions. Submission Dates and Times Submission, Review, and Anticipated Start Dates: • Application Submission Receipt Date: Submissions due by 11:59 PM EST on Thursday, November 5, 2026 • Award Notification Date: November 12, 2026 • Anticipated Start Date: Week of November 16, 2026 Submitting an Application: Application materials should be sent to Cailyn Kilgore (ckilgore@cste.org). Applications submitted after the deadline may not be reviewed. Notification of successful receipt of the application will be sent to the applicant upon request.
6 | P a g e Section VI. Additional Information Contractor Responsibilities The award recipient will have primary responsibility for the following: 1) Accomplishing the objectives and completing the deliverables listed in this announcement 2) Providing written progress reports and invoices to CSTE as required in the contract agreement 3) Communicating through multiple avenues on a regular basis for feedback and discussion (e.g., conference calls, emails, etc.) 4) Actively engaging partners and stakeholders CSTE Responsibilities CSTE will have the primary responsibility for the following: 1) Serving as the awardee’s principal point of contact between participants and other stakeholders 2) Facilitating work and providing avenues for communication between awardee and stakeholders 3) Monitoring the terms of the agreement 4) Funding according to the terms of the contract agreement For More Information For more information, contact Cailyn Kilgore (ckilgore@cste.org).