Request for Proposal

Terms and Conditions

• General

  • Submission of a proposal indicates acceptance by the proponent of all of the conditions contained in this RFP and an Independent Contractor Agreement, unless clearly and specifically noted in the proposal submitted and confirmed in the agreement between project partners and the successful proponent.

  • The successful Bidder will sign the Independent Contractor Agreement. Should there be a discrepancy between this RFP and the Independent Contractor Agreement, the latter shall prevail.

  • As OSW is funded by the Ministry of Tourism, Culture and Gaming (MTCG), this project is contingent on receiving partnership dollars from the MTCG.

• Late Submissions

  • Bids received later than the closing date and time will not be accepted. Such bids will result in an automatic rejection. It is the Bidders’ responsibility to verify receipt of the bid by OSW staff.

• Intention to Submit, Questions & Queries

  • Questions regarding this RFP are to be directed in writing via email to megan@swotc.ca, who may send an addendum to all Bidders, and post on www.swotc.ca. No addendum will be issued after February 23rd, 2026.

  • To ensure Bidders receive any possible addenda, please submit your intention to bid by February 22nd, 2026 to megan@swotc.ca.

• Proposal Withdrawal

  • Any proponent may withdraw his/her proposal prior to the time of closing from Project Lead, provided such request for withdrawal is received in writing prior to the specified closing date and time.

• Rights Reserved

  • Project partners are not liable for any costs incurred by the proponent in the preparation of their response to the RFP or presentations, if required. Furthermore, project partners shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by project partners of any proposal, or by reason of any delay in the award of the proposal.

  • The lowest bid proposal will not necessarily be accepted. Project partners reserve the right to accept/reject any or all proposals and/or reissue the RFP in its original or revised form.

  • Project partners reserve the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the RFP.

  • Project partners reserve the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of an agreement.

  • Project partners reserve the right to cancel this RFP at any time, without penalty or cost to project partners. This RFP should not be considered a commitment by project partners to enter into any agreement.

  • In the event of any disagreement between project partners and the respondent regarding the interpretation of the provisions of the RFP, the Project Lead (Megan Carman) shall make the final determination as to interpretation.

  • Acceptance or rejection of proposals will be at the discretion of the project partners. They reserve the right to reject the proposal of any proponent who does not furnish satisfactory evidence of sufficient qualification to successfully execute and complete the work. Past performance of firms submitting proposals shall also be a consideration.

  • Proposals that are incomplete, conditional or obscure, or which contain additions not called for, erasures, alterations or irregularities of any kind may be rejected.

  • Prices shall be irrevocable for 90 days at minimum.

  • Invoices shall be Net 30 Days.

• Insurance Coverage and Workplace Safety & Insurance Board (WSIB)

  • 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 licensed 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. OSW will not be liable to the WSIB for payments in connection with the successful Bidders' fulfillment of the award requirements.

• Infringements and Indemnifications

  • The successful bidder shall indemnify project partners, its Board of Directors, employees and agents, from all claims, demands, actions or other proceedings initiated by others, arising out of, or attributable to anything done or omitted to be done by the successful bidder, its officers, employees or agents, in connection with the services performed, or required to be performed, under this proposal.

• Errors and Omissions

  • Any errors, omissions or misinterpretation made by the bidder does not relieve the bidder of the responsibility to provide the aforesaid services and/or relieve the successful bidder of the terms and conditions of the agreement.