Jerome,
I hope this message finds you well. My name is Sara Hendricks, and I am an associate in the Privacy & Data Security practice at Calderwood & Harkness LLP. I am working with my colleague Alan Burke on this matter on behalf of the firm's client, Quorum Insurance Holdings Corp.
I am writing to transmit the fully executed Statement of Work between Calderwood & Harkness LLP (on behalf of Quorum Insurance Holdings Corp.) and Clearfield Notification Services LLC for notification printing and mailing, call center operations, and credit monitoring/identity theft protection services. The executed SOW is attached to this email for your records.
**SOW Summary — Key Terms**
For ease of reference, I wanted to confirm the three workstreams and associated pricing as set forth in the executed SOW:
- **Notification Printing and Mailing:** 318,247 individual notification letters — total cost of $636,000 - **Call Center Operations:** 12-week operational window — total cost of $478,500 - **Credit Monitoring and Identity Theft Protection Enrollment:** 24-month program at a negotiated flat fee of $2,100,000 (based on an estimated take-rate of approximately 40%, or approximately 127,299 enrollees)
**Total Contract Value: $3,214,500**
As you are aware, the SOW encompasses multiple notification letter versions, including a general PII version, a financial data version, a PHI/HIPAA-compliant version, and state-specific versions for California and Massachusetts. Final approved letter templates will be transmitted separately in advance of the mailing start date.
**Mailing Timeline and Logistics**
We are targeting a **mailing start date of August 18, 2023** for the first wave of consumer notification letters. The mailing is expected to be completed on a rolling basis, with all letters in the mail no later than approximately September 15, 2023 (an approximately 28-day mailing window).
The notification population file — including the state-by-state breakdown and letter-version assignments — will be transmitted to Clearfield via secure file transfer once preparation is complete. The underlying data mining and affected individual identification work was finalized on August 4, 2023, and the population file is currently being prepared for transfer.
Could you please (1) confirm Clearfield's operational readiness for the August 18 start date and (2) provide the secure upload portal credentials and instructions for the population data file transfer?
**Call Center Readiness**
We want to ensure that call center staffing and training are completed prior to the mailing start date so that the toll-free number is live before consumers begin receiving letters. Please confirm that Clearfield can meet this timeline. We will provide a call center script and FAQ document separately for agent training purposes; we anticipate finalizing those materials by approximately August 14, 2023. As reflected in the SOW, the call center will operate for a 12-week window commencing on the mailing start date.
**Credit Monitoring Enrollment**
The notification letters will offer affected individuals 24 months of credit monitoring and identity theft protection services. To finalize the letter content, we will need confirmation of the enrollment mechanism (we understand this will include both a web portal and phone-based enrollment) as well as the dedicated enrollment URL and any enrollment codes or instructions for the process. Please provide these details at your earliest convenience so that we can incorporate them into the final notification letter templates.
**Privilege and Confidentiality**
As a reminder, Clearfield's engagement in this matter is under the direction of counsel at Calderwood & Harkness LLP. Consistent with the terms of the SOW, all communications, work product, and data related to this engagement should be treated as privileged and confidential. We ask that all substantive communications regarding this matter be directed to me and Alan Burke at Calderwood & Harkness.
**Next Steps**
Given the tight timeline ahead of the August 18 mailing start date, I would appreciate it if you could confirm receipt of the executed SOW and respond with the following at your earliest convenience:
1. Confirmation of operational readiness for the August 18 start date; 2. Secure upload portal credentials and file transfer instructions for the notification population file; and 3. Credit monitoring enrollment mechanism details (dedicated URL, enrollment codes, and process).
Please do not hesitate to reach out if a call would be helpful to walk through any of the logistics. I am available at the number below.
Thank you, Jerome. I look forward to working with you on this engagement.
Best regards,
Sara Hendricks Associate, Privacy & Data Security Calderwood & Harkness LLP 1700 K Street NW, Suite 900 Washington, D.C. 20006 Direct: (202) 555-4138 Email: shendricks@calderwoodharkness.com
**Attachment:** Clearfield_SOW_Executed_08062023.pdf