Ontario’s Southwest (OSW) is seeking proposals from qualified creators to produce promotional tourism videos showcasing businesses across our region. The successful proponent will plan, script, shoot, edit, and produce final videos. Proposals will be accepted until February 1, 2026, and all applicants will be notified of the results by March 2, 2026.
Request for Proposal
Project Overview
Everything below here needs to be updated - taken from Next Stop: Taste RFP from 2018 with minimal edits
The video series highlights the Beer, Wine and Culinary tourism product via location tripping through Southwest Ontario. For example, each video will start with a restaurant/ chef interview, asking the chef where to go next. This most likely will be a farm to table ingredient supplier or farm/location i.e. honey from Clovermead. We would then proceed to Clovermead for an interview. Along the route the video company would plan to shoot everything from landscapes to points of interest (identified by working team) to incorporate the material into the final segments as connective tissue.
Each fully produced episode would also be broken out into 4 individual 30 second segments for individual use and promo for each “Location”.
Scope of Work and Deliverables
Deliverables
(1-2) 6 - 7 minute fully produced episodes - taken horizontally - to be used on OSW’s YouTube channel.
(4-8) 30-second fully produced segments - taken vertically - to be used as Instagram reels, Facebook reels, TikToks, and YouTube Shorts on OSW’s social media accounts.
Final production and working HD files and rights to use b-roll supplied digitally (hard drive)
Scope of Work for Successful Proponent
Storyboarding, coordination/scheduling and logistics for shoots - *Scouting and permit approvals where applicable
Film crew and director of photography
Signed release forms (supplied by OSW)
Asset and Music Licensing, where applicable
Production titling and graphics as required for series
Your own transportation, meals, and travel expenses, where applicable
Editing and post-production services
Support from OSW
Location and itinerary/shot list development and pre-approvals, interview content/ script development/direction, brand assets, logos, art and on-location direction if required, editing support, client liaison and approvals.
*OSW will provide accommodations during shooting, if needed.
Required Delivery Timeline
Based on seasonal and proximity filming limitations for certain locations filming schedules and itineraries will need to be flexible. We will be looking to the selected company to schedule filming in 2018/2019 and logistics accordingly with the understanding that we will require at least 1-2 fully produced episode(s) (and accompanying 30 second segments) prior to September 1, 2019.
*A DETAILED SHOOT and POST PRODUCTION/DELIVERY SCHEDULE TO BE ESTABLISHED BY PROJECT AND VIDEO TEAM UPON COMMENCEMENT
Raw files will be submitted to OSW prior to completion of project. The videographer will provide all present and future rights to the material produced during the project to Southwest Ontario Tourism Corporation and their affiliate sites and may not reproduce or reuse the material for any purpose without written permission from OSW.
Proposal Requirements
Proposals shall include detailed information relating to the following categories submitted as noted below.
Company background and overview of services
A brief outline of the company's proposed lead, project team, associated bio’s and roles and responsibilities as related to the project
Sample links to similar completed projects that include 1st person interviews
Complete project price (budget) for all required services and deliverables as outlined in the scope of work and deliverables
3 client/past project references
Company lead contact information
Provide a fee schedule for all services including pre-production, filming costs, editing time, scripting, music licensing, and final file preparation to complete the project.
Disclose any direct or indirect, actual or potential conflicts of interest with SWOTC and/or any of the listed partners.
Specify the date through which the proposal is valid. At a minimum, proposals shall be valid for 90 days from the receipt deadline
Confirmation of the firm’s capacity and ability to deliver the project on time and on budget.
Please indicate if quotes are valid for more than the above indicated 90 days for the possibility of additional video projects in the future. This would reduce the need to resubmit quotes for similar projects in the future.
Submit Your Proposal
Proposals will be received by the Digital Content Manager by way of one of the following methods:
By e-mail to: megan@swotc.ca Subject line: RFP – Video Series Film/Production Services
By delivery to:
Attn: Megan Carman, Ontario’s Southwest
Re: Video Series Film/Production Services
622 Dundas St., Suite 138,
Woodstock, ON N4S 1E2
Closing Date: February 1, 2026 – 11:59 pm EST
Contract Award Date: March 2, 2026
Terms and Conditions
The lowest quote is not necessarily accepted.
Questions regarding this RFP are to be directed in writing to Megan Carman, megan@swotc.ca, who may send an addendum to all Bidders, and post on www.swotc.ca. No addendum will be issued after January 26, 2026.
To ensure bidders receive any possible addendums, please submit your intention to bid by January 25, 2026 to megan@swotc.ca.
Prices shall be irrevocable for 90 days at minimum.
Invoices shall be Net 30 Days.
The successful bidder will sign the SWOTC Independent Contractor Agreement, which can be found online at www.swotc.ca.
Bids received later than the closing date and time will not be accepted, regardless of any postal seal date or time requirements on a package sent by a courier company. Such bids will result in an automatic rejection and will be returned to the Bidder, or not received at all. It is the Bidders’ responsibility to verify receipt of the bid by OSW staff.
Insurance Coverage: The successful bidder shall provide OSW with a valid Certificate of Insurance with:
Commercial General Liability Insurance, including but not limited to bodily and personal injury liability, extended bodily injury, property damage, products liability, completed operations liability, owners & contractors protective liability, blanket contractual liability, premises liability, and contingent employer’s liability coverage, having an inclusive limit of not less than $2,000,000 per occurrence. The Certificate will contain a Cross Liability and Severability of Interest clause naming Southwest Ontario Tourism Corporation as an additional insured and that the policy or policies will not be altered, cancelled or allowed to lapse without thirty (30) days prior written notice to the Corporation;
Automobile Liability Insurance that complies with all requirements of the current legislation of the Province of Ontario, having an inclusive limit of not less than $2,000,000 per occurrence for Third Party Liability, in respect of the use or operation of vehicles owned, operated or leased by the Contractor for the provision of services;
Insurance companies providing coverage must be licenced to do business in the Province of Ontario.
WSIB Certificate of Clearance: The successful Bidder shall furnish a valid Certificate of Clearance from the Workplace Safety and Insurance Board and shall be furnished prior to commencement of work. The successful Bidder shall further agree to maintain good standing throughout the contract period. SWOTC will not be liable to the WSIB for payments in connection with the successful Bidders fulfilment of the award requirements.
