RFQ-EpiCFY27-001
Solicitation Title: Facilitation of Staff Retreat for FHI360 Cameroon

RFQ Release Date: 6/10/2026
Questions Due Date: 9/10/2026
Submit Questions to: Cameroon.Procurement@fhi360.org
Proposal Due Date: 14/10/2026
Submit Proposal to: Cameroon.Procurement@fhi360.org

1. Background
FHI 360 is a nonprofit human development organization dedicated to improving lives, by
advancing integrated, locally driven solutions. The organization mobilizes research and
resources, and relationships to ensure that people everywhere have access to the opportunities
they need to lead full and healthy lives. FHI 360 employs more than 2,200 staff and experts
working in over 60 countries worldwide.
Present in Cameroon since 2019, FHI 360 Cameroon currently implements two global health
projects: EpiC (Epidemic Control) and STRIDES (Strengthening Infectious disease Detection
Systems). Through these projects, FHI 360 supports the Government of Cameroon and other
stakeholders in improving health outcomes, strengthening health systems, and enhancing
service delivery for vulnerable populations.
FHI360 Cameroon will conduct a staff retreat from November 9 –13, 2026 aimed at
strengthening team cohesion, aligning staff around organizational priorities, enhancing
collaboration across functions, and fostering employee engagement and well-being. The retreat
will bring together staff members from various departments and levels to reflect on
achievements, discuss opportunities and challenges, and develop actionable commitments for
improved organizational performance.
The retreat is also intended to address collaboration challenges across departments, strengthen
communication, reinforce organizational culture and values, and promote a shared
understanding of organizational priorities and expectations.
The retreat is expected to bring together approximately [61] staff members representing
program, finance, operations, human resources, monitoring and evaluation, and other
support functions to ensure a productive, engaging, and impactful experience, FHI360
Cameroon seeks the services of an experienced facilitator to design and lead the retreat.
Purpose of the Assignment:
The purpose of this assignment is to provide professional facilitation services in English and
French that create an inclusive, participatory, and results-oriented retreat environment.
The facilitator will guide participants through structured discussions, team-building activities,
reflection sessions, and action-planning exercises.
The assignment is expected to result in concrete organizational commitments, improved

collaboration mechanisms, and a practical post-retreat action plan with defined
responsibilities and timelines.
Objectives
The facilitator will support FHI360 Cameroon to:
• Strengthen team cohesion and trust among staff members.
• Promote open communication and collaboration across teams.
• Identifying operational bottlenecks and practical solutions.
• Developing an action plan for the next quarter of the year.
• Recognizing staff contributions and improving motivation
• Facilitate reflection on past achievements, lessons learned, and areas for improvement.
• Align staff around organizational goals, priorities, and values.
• Identify strategies to enhance employee engagement, accountability, and performance.
• Develop a unified team charter or commitment framework that reflects agreed values
and behaviors.
• Identify cross-functional initiatives aimed at improving organizational effectiveness and
service delivery.
• Develop a practical and time-bound organizational action plan with assigned
responsibilities, timelines, and success indicators; for implementation following the
retreat
Expected Outcomes
At the end of the retreat, FHI360 Cameroon expects the following outcomes:
• Improved understanding of organizational priorities and expectations.
• Strengthened collaboration and communication among departments.
• A documented list of organizational strengths, challenges, and opportunities.
• Agreed organizational priorities for the coming period.
• A retreat action plan with responsible persons and implementation timelines.
• Staff commitments towards teamwork, accountability, and organizational values.
2. Scope of Work
The facilitator shall:
A. Pre-Retreat Planning
• Meet with the retreat organizing committee and leadership team to understand retreat
goals, expectations, participant profiles, and desired outcomes.
• Review relevant organizational documents and retreat materials provided by FHI360
Cameroon.
• Develop and submit a detailed retreat facilitation plan, including agenda, methodology,
and proposed activities. Methodology should be detailed, describing the approach,
tools, exercises, and expected outputs of each session
• Design interactive sessions tailored to the organization's context and objectives.
• Provide recommendations on session flow, group dynamics, and participant

engagement strategies.
• Prepare pre-retreat assessment questions or consultation tools if required to better
understand staff expectations and challenges.
B. Retreat Facilitation
• Lead and facilitate all agreed retreat sessions.
• Employ participatory and adult-learning methodologies that encourage active
engagement.
• Facilitate discussions, breakout sessions, team-building exercises, reflection
activities, and action-planning sessions.
• Manage group dynamics effectively and ensure full participation from all attendees.
• Maintain a positive, inclusive, and respectful environment throughout the retreat.
• Support leadership engagement where appropriate while ensuring balanced
participation among staff.
• Keep sessions aligned with agreed objectives and timelines.
• Design and facilitate structured team-building activities focused on trust-building,
communication, collaboration, problem-solving, and conflict resolution.
• Incorporate energizers, experiential learning exercises, and practical group
challenges to maximize participation and engagement.
• Facilitate sessions aimed at identifying barriers to teamwork and jointly developing
solutions

C. Documentation and Reporting
• Capture key discussions, emerging themes, recommendations, and commitments during
the retreat.
• Prepare a retreat report summarizing:
o Key highlights and outcomes.
o Major challenges and opportunities identified.
o Agreed action points.
o Recommendations for strengthening teamwork and organizational
effectiveness.
o The summary of the administration of an end-of-retreat evaluation exercise
and summarize participant feedback.

• Present the final report to FHI360 Cameroon within the agreed timeline, with an
Action Plan Matrix indicating actions, responsible persons, timelines, and success
indicators
3. Deliverables
The consultant/facilitator will be expected to deliver:
1. Inception meeting with retreat organizers with inception notes (success measures,
objectives, roles and responsibilities etc).
2. Detailed retreat facilitation plan and agenda.
3. Detailed facilitation methodology and session design document.

4. Retreat session materials and facilitation tools.
5. Facilitation of the retreat.
6. Retreat evaluation summary report.
7. Post-retreat Action Plan Matrix including responsibilities, timelines, and monitoring
indicators.
8. Final retreat report, including outcomes, recommendations, and agreed action plans.
4. Proposed Retreat Structure
The facilitator may propose improvements to the structure below:
Day 1

• Opening and expectations setting
• Organizational updates and strategic priorities
• Reflection on achievements and lessons learned
• Team-building exercises
• Trust-building and communication activities

Day 2
• Collaboration and problem-solving sessions
• Departmental and cross-functional discussions
• Identification of operational bottlenecks and cross functional initiatives
• Organizational culture and values alignment
• Development of action plans (1)
Day 3
• Development of action plans (2)
• Staff recognition and well-being
• Team commitments and closing session
• Post retreat evaluation
5. Duration of Assignment
The assignment is expected to cover:
• Preparation phase: 3-5 working days prior to the retreat.
• Retreat facilitation: 3 days.
• Reporting phase: Within 5 working days after the retreat.
6. Logistics and Administrative Support
FHI360 Cameroon will provide:
• Retreat venue and meeting facilities.
• Participant logistics, accommodation, meals, and transportation where applicable.
• Relevant organizational documents and background information.
• Audio-visual equipment and meeting materials as available.
• A confirmed participant list and a leadership brief on organizational priorities,

provided by October 26, 2026.
• Rapporteur or note-taking support during the retreat:
• Facilitator’s travel, accommodation and per diem: [to be reimbursed, based on a cap
and against a receipt.
• Review and approval of deliverables within [5] working days of submission, with one
consolidated round of comments.

7. Proposal Requirements
Interested consultants shall submit:
• Technical Proposal
o Understanding of the assignment.
o Proposed facilitation methodology.
o Draft retreat agenda.
o Description of team-building approaches and tools.
o Relevant experience and references.
o Curriculum Vitae of the lead facilitator.
o Relevant experience and references.
• Financial Proposal
o Professional fees (daily rate and total, stating the currency and applicable taxes).
o Travel and accommodation costs (if applicable).
o Any other reimbursable expenses.
8. Required Qualifications and Experience
The facilitator should possess:
• Advanced degree in Organizational Development, Human Resources, Psychology,
Business Administration, Social Sciences, or a related field or equivalent professional
experience.
• Minimum of 5 years of experience facilitating staff retreats, organizational development
workshops, leadership forums, or team-building events.
• Demonstrated experience working with NGOs, international development
organizations, public health programs, or donor-funded projects.
• Strong facilitation, communication, presentation, and group management skills.
• Experience designing participatory learning methodologies and team-development
interventions.
• Experience facilitating organizational culture, staff engagement, and change management
sessions will be an added advantage.
• Excellent report-writing skills.
• Ability to facilitate bilingual discussions (English and French) is strongly preferred.
Reporting and Coordination:
• The facilitator will work closely with the Senior People & Culture Officer and designated
members of the retreat planning committee. Overall oversight will be provided by the Project
Leadership Team.

9. Evaluation Criteria
Proposals will be evaluated based on:
S/N Criteria Weight
1 Relevant facilitation experience 25%
2 Proposed methodology and facilitation approach 30%
3 Understanding the assignment 15%
4 Qualifications of facilitator 10%
5 References from similar assignments 10%
6 Financial proposal / value for money 10%
TOTAL 100%

10. Payment Terms
Payment shall be made based on the successful completion of agreed deliverables:
• 30% upon approval of the facilitation plan and agenda.
• 70% upon successful completion of the retreat and submission of the final report.
11. Ethical Considerations
The facilitator shall maintain confidentiality regarding all discussions, data, and information shared
during the retreat and shall conduct the assignment in a professional, impartial, and ethical manner.
The facilitator shall ensure that all activities are conducted in a safe, respectful, inclusive, and
harassment-free environment, consistent with FHI 360 values and safeguarding principles.
In addition, the facilitator shall:
• Follow the protocol agreed at inception for referring any disclosure of harassment,
exploitation, abuse, or misconduct to the appropriate FHI 360 focal point, Human Resources,
or the FHI 360 Ethics Channel.
• Report findings and feedback by theme without attributing comments to individual
participants unless expressly authorized.
• Obtain participants’ consent before taking photographs, recordings, or collecting personal
information, and manage all retreat-related data in accordance with FHI 360 data protection
requirements, returning or securely deleting such data upon completion of the assignment.
• Design and facilitate activities that are accessible, inclusive, and safe for all participants.
• Declare any actual, perceived, or potential conflict of interest before the assignment begins.
• FHI 360 shall retain ownership of all final deliverables produced under this assignment. The
facilitator may retain ownership of any pre-existing tools, templates, methodologies, or
intellectual property utilized in conducting the assignment.
12. FHI 360 Procurement and Solicitation Disclaimers
FHI 360 reserves the right to:
• Conduct due diligence, including background checks, on any selected vendor or facilitator.

• Cancel this solicitation at any time without making an award.
• Reject any or all proposals received.
• Disqualify any offeror that fails to comply with the solicitation requirements or instructions.
• Issue amendments, clarifications, or modifications to this RFQ at any stage of the procurement
process.
• Make an award based on the initial evaluation of proposals without engaging in further
discussions or negotiations.
• Award all, part, or none of the activities described in this solicitation and, where appropriate,
make multiple awards.
Furthermore:
• Issuance of this RFQ does not constitute an obligation or commitment by FHI 360 to award a
contract.
• FHI 360 will not reimburse or compensate offerors for any costs incurred in preparing or
submitting a proposal.
13. Address for Submission and Clarification Requests
Interested service providers are required to submit their proposals via email to:
Cameroon.Procurement@fhi360.org
• Alternatively, hard-copy proposals may be submitted to the FHI 360 Cameroon Office,
Bastos, Yaoundé, Cameroon.
• Subject Line: RFQ FY27_001 – Facilitation Staff Retreat
• Submission Deadline: 14th October 2026
• Any requests for clarification regarding this RFQ should be submitted in writing to.
Responses to Cameroon.Procurement@fhi360.org
• clarification requests may be shared with all prospective bidders to ensure a fair and
transparent procurement process.
• Late submissions may not be considered.