4-Attachment B Scope of Work.docx

ATTACHMENT B

CRISIS COMMUNICATION SCOPE OF WORK

I. Introduction The Utah Division of Risk Management (“DRM”) manages the State Risk Management Fund (“Fund), which finances property and casualty coverage for all state institutions of higher education, all state agencies, all school districts, and approximately sixty (60) charter schools. DRM seeks services from a public relations firm to assist DRM, its covered entities, and the Litigation Division or the Attorney General’s Office (“Litigation”) in developing appropriate and effective communications following a claim or incident with the potential for significant reputational impact, both positive and negative.

II. Scope of Work As significant liability and property incidents or claims arise, DRM will engage the services of the selected public relations firm to assist DRM, its covered entities, and Litigation in generating appropriate messaging in anticipation of public or media interest or otherwise in responding to media requests and other public inquiries pertaining to those claims or incidents. The overarching purpose of this endeavor is to ensure that confidential claim information is protected, while enabling DRM to assist its covered entities and Litigation in generating responsible, trusted, and professional communications to the public. To accomplish this work, contractor must meet the following performance standards when DRM, in its sole discretion, determines public relations services are needed:

a. Be available within 12 hours of a significant incident or claim, at the request of DRM, to commence providing crisis communication services;

b. Request and review all public information pertaining to the subject claim or incident;

c. Communicate telephonically or meet in person with those designated by DRM to ensure contractor understands all relevant facts and available information pertaining to the claim or incident;

d. Advise DRM, its covered entities, and Litigation of applicable and relevant public relations principles and strategies that may be employed to accomplish the intended objectives of DRM, its covered entities, and Litigation;

e. Work closely with DRM, its covered entities, and Litigation, as directed by DRM, to develop responsible, trusted, and professional communications to the public and the media;

f. Ensure all proposed messaging is approved by DRM before any communications are issued to the public or the media;

g. When needed at DRM’s sole discretion, provide and/or participate in training for DRM’s covered entities;

h. Supply continuous primary contact details, such as urgent phone lines and email addresses for key assigned staff, to facilitate immediate deployment during non-business hours or urgent situations;

i. Uphold rigorous confidentiality and legal hold mandates, guaranteeing that all records, preliminary drafts, strategy documents, and work materials remain safeguarded by legal protections whenever applicable, and refrain from releasing information absent prior explicit approval from DRM or Litigation.