Specifications of Project
Program Set-Up
A. This includes the design and implementation of the program; assembly of the
Management team responsible for the Fort Valley State University account; and creation
of client-specific reference manual.
B.
Writing Services
This includes the creation of training materials for calling representatives; development
of telephone scripts for the different segments; and creation of the pledge
acknowledgement letter and 30, 60, and 90 day pledge reminder letters.
C.
Training of callers
D.
Information Services
This includes transfer and verification of the University data; data segmentation; daily
reports to include a summary report, call results, address/phone/email updates, and
comments made by prospects that require follow-up by the University; and backend final
results analysis and report.
E.
Telemarketing
It is requested that the billing be based on a per hourly basis.
F.
Pledge Acknowledgement Letters
A pledge acknowledgement letter is to be sent to each prospect making a specified pledge
(excluding prospects who make a credit card pledge) or unspecified pledge. This letter is
to be a one-page standard letter size with a perforated and coded pledge form mailed in a
window envelope with #9 business reply envelope. FVSU will supply stationery: #10
envelopes, #9 envelopes, and letterhead
G.
Pledge Reminder Letters
30, 60, and 90 day pledge reminder letters need to be mailed to prospects making specific
pledges that have not paid them. These letters are to be a one-page standard letter size
with perforated and coded pledge form (coded as 30 or 60 or 90 day) mailed in window
envelope with #9 business reply envelope. FVSU will supply stationery: #10 envelopes,
#9 envelopes, and letterhead.
H.
Usage of an Email Delivery System (Up to 10 Email Versions)
An E-mail Deliver System allows you to open new lines of communication with the
growing number of your constituents who prefer to communicate online. It allows you to
choose between sending a broadcast e-mail to your entire e-mail database or smaller
targeted messages to a particular audience based on any criteria in your database. All email messages must be personalized using mail merge tools.
Some examples of the types of email messages sent:
Pre-call Email
Pledge Refusal Email
Email Solicitation
Matching Gift Reminder Email
Pledge Acknowledgment Email
Surveys
Thank You Email
Event Invitations
Pledge Reminder Email
News Releases
I.
Comment Report (Web-Based Reporting - Daily)
J.
Credit Card Report (Web-Based Reporting - Daily)
K.
Billed Pledge Report (Web-Based Reporting - Daily)
L.
Demographic Change Report (Web-Based Reporting - Daily)
M.
Matching Gifts Verification Report (Web-Based Reporting - Daily)
Additional Requirements:
 We prefer the callers to be current college students.
 Calls made via automated phone dialing through progressive dialing.
 Predictive dialing is not acceptable.
 FVSU representatives have direct access to senior management.
 Caller supervisor is available during calls.
 FVSU representative has ability to call into the off-site calling center to monitor calls.
 Vendor must have an OFF-SITE call center that is located in Georgia.
 Vendor must have a minimum of 7 [SEVEN] HBCU references.
 Vendor must supply predominantly African-American callers.
 Vendor must have been in the telephone fundraising business for at least 15 years.
 Majority of vendor’s clients must be higher education.
 All written materials and plans are to be approved by Fort Valley State University.
 Vendor must assume food and lodging expenses of FVSU representatives doing site visit
to call center.