Senior Facilitator Consultant to

5. TASKS

In total, there are ten tasks required (as articulated below) under 5.1 to 5.10. The contractor must conduct the following:

Pre-Event:

5.1 Participate in Pre-Event Planning Meetings

Participate in three to five (3-5) planning and briefing meetings with the CFIA planning team to align on the objectives, desired outcomes, tone, sensitivities, and facilitation approach for the stakeholder engagement session.

5.2 Review and Refine Session Materials

Review and provide strategic advice on the agenda, briefing materials, discussion guides, and World Café/placemat exercise materials to ensure they support productive participant engagement.

5.3 Develop Live Polling Approach

Design the content, sequencing, and facilitation approach for live polling activities to support participant input and discussion throughout the session.

5.4 Prepare Facilitation Materials

Develop and refine the facilitation script, run-of-show, speaking notes, and supporting materials required to deliver the session.

Pre-Event tasks – Estimated level of effort: Up to 2 Days

Day of the Event:

5.5 Open and Frame the Session

Provide opening remarks that establish the session objectives, agenda, expectations, participation guidelines, and overall context for discussion.

5.6 Facilitate Stakeholder Discussions

Lead and facilitate all components of the stakeholder engagement session, including plenary discussions, World Café exercises, report-back sessions, and live polling activities. Employ probing and follow-up questions to encourage meaningful dialogue and elicit substantive feedback from participants.

5.7 Manage Agenda Flow and Timing

Monitor and manage session timing, transitions, and agenda progression to ensure all planned activities are completed within the allotted timeframe.

5.8 Deliver Closing Summary

Provide a summary of key discussion themes, participant insights, and next steps at the conclusion of the engagement session.

Day of the Event tasks – Level of effort: 1 Day

Post event:

5.9 Prepare Post-Event Summary Report

Analyze and synthesize participant input from the engagement session and prepare a comprehensive summary of findings.

5.10 Participate in Post-Event Debrief

Participate in debrief meeting(s) with the CFIA planning team to discuss observations, lessons learned, and considerations for future engagement activities.

Post event tasks - Estimated level of effort: Up to 3 Days

6. Deliverables

The contractor must deliver the following:

6.1 Deliverables for task 5.1 – Pre-Event Planning Participation

Attendance at three to five (3-5) planning meetings and provision of facilitation advice and recommendations that reflect agree-upon objectives, sensitivities, and desired session outcomes. This is considered a “tangible product” (i.e., documents and materials are required to fulfil this deliverable).

6.2 Deliverables for task 5.2 – Review Session Material

A set of reviewed engagement materials, including documented feedback and recommendations on the agenda, briefing materials, discussion guides, and World Café/placemat exercise design. This is considered a “tangible product” (i.e., documents and materials are required to fulfil this deliverable).

6.3 Deliverables for task 5.3 – Live Polling Package

A finalized set of live polling questions, including question sequencing, facilitation notes, and guidance for integrated polling results into the discussion. This is considered a “tangible product” (i.e., documents and materials are required to fulfil this deliverable).

6.4 Deliverables for task 5.4 – Facilitation Script and Run-of-Show

A completed facilitation package, including run-of-show, facilitation script, speaking notes, and any associated session management materials. This is considered a “tangible product” (i.e., documents and materials are required to fulfil this deliverable).

6.5 Deliverables for task 5.5 – Session Opening Delivered

Delivery of opening remarks that clearly communicate the session purpose, objectives, agenda, participation expectations, and discussion framework. This is considered a “service completion” deliverable.

6.6 Deliverables for task 5.6 – Facilitated Engagement Session

Successful facilitation of the full-date stakeholder engagement session, including moderation of discussions, delivery of live polling activities, synthesis of emerging trends, and facilitation of report-back segments. This is considered a “service completion” deliverable.

6.7 Deliverables for task 5.7 – Agenda and Time Management

Effective management of agenda timing and transactions, resulting in completion of planned session activities within the approved schedule. This is considered a “service completion” deliverable.

6.8 Deliverables for task 5.8 – Closing Summary Presentation

Delivery of a verbal end-of-day summary highlighting key themes, major observations, and anticipated next steps arising from the engagement session. This is considered a “service completion” deliverable.

6.9 Deliverables for task 5.9 – “What We Heard” Report

A written “What We Heard” report summarizing key themes, areas of consensus and divergence, participant observations, and significant insights from the engagement session. The completed report shall become the intellectual property of the CFIA. This is considered a “tangible product” (i.e., documents and materials are required to fulfil this deliverable).

6.10 Deliverables for task 5.10 – Post-Event Debrief

Participation in one of more debrief sessions with the CFIA planning team and provision of verbal observations, lessons learned, and recommendations not otherwise captured in the formal report. This is considered a “service completion” deliverable.

M1

The Bidder must demonstrate at least 2 projects providing facilitation services as described in the resource category: 9.15 Facilitator consultant, within the past 5 years as of the solicitation closing date. Required supporting information: Each project must include the following information: a) Client Organization name. b) Client contact name and title. c) Client contact information (email and/or phone number). d) Duration - start and end dates (e.g. month/year – month/year). e) Brief description of the work performed and outcomes.