RFI Workshop

GOED Research Division

July 13 & 22, 2010

Welcome

Research Division• Mary Cerney - Research Manager

• Jenny Ondell - Data Coordinator

• Sherri Bastle - Information Specialist

• Mark Boehm - Tax Analyst

• Dave Anderson - Community Development Rep

RFI Overview

“Historically, if you didn’t have a site you wouldn’t have a shot at a project. Today, the lack of data is the main reason you’ll be eliminated.”

Robert Ady, President

Ady International, Mt. Prospect, IL

RFI Overview

Winning Site Selection Projects• Know & Satisfy Your Client• Organize for Speed• Prepared Sites (& Buildings) info: A Must• Be Prepared

Joan Herron, President

Herron Consulting, Atlanta, GA

RFI Overview

8-9 years ago Now

Length of typical search 6+ months 4-8 weeks

Scope of initial screeningOne or two dozen

communitiesHundreds of communities

% done in person vs. remotely

40% remote vs.

60% in person80% remote vs.

20 in person

#1 tool for learning about communities

Personal visit Website/internet

Changes in Site Selection

Source: “The internet has changed the dynamics of site selection” by Bob Ady, 2006 via YFactor Inc

RFI Overview

At a Minimum• Good site/building information• Utilities• Local Incentives

Audrey Taylor, President & CEO

Chabin Concepts, Chico, CA

RFI Overview

4 Elements of Successful RFI’s• Site information• Regional information• Demographic information• Miscellaneous information

Brent Pollina, VP,

Pollina Corporate Real Estate, Chicago, IL

The Finished Product

The Finished Product

www.SDreadytopartner.com

“You must continue to educate your-self in your field and stay current with that industry’s trends or you will become irrelevant.”

Bishop Dale C. Bronner

RFI Overview

Standard Content

The top five types of information requested in RFIs are:

1. Local Incentives2. Available Properties 3. Labor Force4. Utilities 5. Transportation

www.sdreadytowork.com/countyprofilereport/profiles.aspx

Standard Content

Local Incentives– Property Tax Abatements– Local Sales Tax Refunds – Workforce Development/Training Programs– Tax Refunds– Grant/Loan Programs– Free or Reduced costs on Land/Building – Tax Increment Financing (TIF)

Standard Content

Available Properties– Land & Buildings– Size– Price– Maps & Images– GOED Property Management System

• www.SDreadytowork.com/Property/Search.aspx

Standard Content

Labor Force Demographics– Labor Force Area – Population– Existing Labor Force– Available Labor – Occupation Wages

http://dol.sd.gov/lmic/

Utilities & Transportation– Utilities

• Electricity, Gas, Sewer, Telecomm

– Transportation• Highway, Rail, Air

Standard Content

Expanded Content

Additional Information– State Incentives

• REDI Loans, APEX Loans, Training Assistance

– Quality of Life• Crime, Healthcare, Commute Time, Housing

– Major Employers• New & Expanded, Unionization

– Other Content Unique to your Community– Use Testimonials

http://www.sdreadytowork.com/fi/index.asp

Information Organization

Now What?– Key selling points– Statistics

Avoid puffery

Information Organization

Cover Letter1. As the RFI Response

– Headings– Bullets

2. As an Introduction to your Response– One Page (preferable)– Headings

Information Organization

Proofing– Content

• Simple • Easy to find• Contact information

– Full Contact Info, Including a Name

– Spelling

Organizing & Formatting

Why Important?– Prospect is looking for any reason to

eliminate you• They are crunched for time

– How to Stand out• Key: Don’t waste their time

1. Meet their Requirements2. Address all their information needs3. Make information easy to find

Organizing & Formatting

Ultimate Goal: leave a lasting impression– Put your best foot forward– Helps your location to STAND OUT

• Community• State

Organizing & Formatting

Organizing– Electronic vs. Hard Copy

• Plan to submit everything electronically• Email submissions in (preferably) one email• Submission file size of 250-500 kb

– Final Product• Emailed to prospect as a PDF document• Size Limitation

Organizing & Formatting

Organizing– Software

• Microsoft Word• Adobe PDF

– Benefits– http://createpdf.adobe.com/ or http://www.cutepdf.com/

– Scanning to PDF (DON’T!)• Looks messy, unprofessional• Scanned as image – file size too large

Organizing & Formatting

Checking File Size File Properties

= “General” tab– Same method in

Word & PDF– Photo size visible

by viewing in WindowsExplorer

Organizing & Formatting

Organizing– Submission types

• Letter• Document

– Best Practices• Include a cover letter• Avoid using Brochures• Retype/Reformat information from 3rd Parties

Organizing & Formatting

Formatting– Branding

• Distinguishes your community

• Professional/Polishedappearance

• Simple & Consistent

Organizing & Formatting

Organizing Do’s & Don’ts

Do’s Don’tsInclude a cover letter Don’t provide more than

requested

Address all information needs Don’t send submission in the body of an email

Create your submission in one document

Don’t send submission in multiple pieces or multiple emails

Retype scanned information (articles, utility info)

Don’t scan into a PDF

Develop your own ‘branding’ Don’t use brochures

Organizing & Formatting

Writing Tips & Trends– Keep your sentences brief but informative

• Don’t be text heavy (wordy)• Watch for pet phrases/words• Point: If you can say it in fewer words, DO

– Salutations• less formal

– Paragraph Indentation– Periods (.) only require one space after them

http://tips-for-writing.blogspot.com/

Organizing & Formatting

Formatting– Goal quickly and easily convey your message

to the prospect• Don’t make them hunt for the information

– How to do this?• Headings/Fonts• Bullets/Numbering• Tables• Tabs & Paragraph Alignment• Images

Organizing & Formatting

Headings– Define a definite beginning and a definite end

to a topic– Can jump through a document at a glance

Fonts - Guidelines– Don’t use more than 2 different fonts

• (ex: Arial and Garamond)

– Use universal fonts• Arial, Garamond, Tahoma, Verdana• Avoid unique / decorative fonts

Organizing & Formatting

Organizing & Formatting

Fonts – Guidelines– Serif vs San Serif Fonts

• Serif Fonts: Times New Roman, Garamond, • San Serif Fonts: Arial, Tahoma, Verdana

Aa Bb Cc Dd

Serif

Aa Bb Cc Dd San-Serif

Organizing & Formatting

Fonts– Font Format window

Format Font

– Utilize formatting options• Bold, Italic, Underline• ALL CAPS

• SMALL CAPS

• ShadowShadow• C h a r a c t e r S p a c i n g

• Color• Size, Size, Size

Organizing & Formatting

Fonts– Styles & Formatting Tool (Microsoft Word)

• Allows you to set a template of text styles and easily apply those settings to your text

– before you use…turn off “Keep track of formatting”• Options Tools “Edit” tab

“Keep track of formatting” checkbox…uncheck.

Organizing & Formatting

Bullets/Numbering– Purpose

• Break up copy• Draw attention to important information• Make reading a document quick and easy• Convey your message more succinctly

Organizing & Formatting

Tabs & Paragraphs– Tabs are a good tool for information organized in rows

and columns.– Paragraph alignment

and spacing features allow you to distinguish sections of text.

Organizing & Formatting

Tables– Perfect for any information that is best

presented in a row-and-column format• We utilize tables extensively when supplying

labor and demographic data

Organizing & Formatting

Images– Images speak volumes

• A picture is worth a thousand words

– Use images, but use them wisely• Don’t over do it

– Use images in reference to key topics– Majority of images should concentrate on

available properties

Organizing & Formatting

Images– Image Types

• Photo’s• Maps• Graphs• Clipart

– Make sure photo’s are relevant and appealing– Make sure images are resized for electronic

media

6.4%

13.9%

6.0%

13.9%

5.5%

13.5%

5.8%

13.5%

5.5%

13.3%

5.4%

12.9%

6.0%

12.5%

5.9%

12.5%

5.9%

12.0%

6.5%

12.1%

5.0%

12.4%

0.0%

3.0%

6.0%

9.0%

12.0%

15.0%

% o

f Wor

kfor

ce U

nion

ized

19981999

20002001

20022003

20042005

20062007

2008

Year

Union Membership in South DakotaSouth Dakota United States

Organizing & Formatting

Formatting Do’s and Don’tsDo’s Don’tsUse up to 2 fonts Don’t use more than 2 fonts

Tweak fonts/format Don’t use fancy fonts

Use Universal fonts Don’t use too many images

Be consistent Don’t use outdated images

Break paragraphs into smaller bites (bullets, tabs, tables, graphs)

Don’t use clipart

Use images (exercise restraint)

Do resize your images for electronic media (50kb or less)

The End

Thank you!

Questions? Comments?

1-800-872-6190

www.SDreadytowork.com

www.SDreadytopartner.com