Request for Proposal for Management Action Plan – Organizational Change for Growth (Map-OC)

Terms of reference and criteria for review

Date of issue: 04-12-2019

The International Crops Research Institute for the Semi-Arid Tropics (ICRISAT) is a non‑profit, non-political organization that conducts agricultural research for development in the drylands of Asia and sub-Saharan Africa. Covering 6.5 million square kilometers of land in 55 countries, the semi-arid or dryland tropics has over 2 billion people, of which 644 million are the poorest of the poor.

ICRISAT and its partners help empower people to overcome poverty, hunger and a degraded environment through agricultural innovation. ICRISAT is headquartered in Hyderabad, Telangana State, in India, with two regional hubs (Nairobi, Kenya and Bamako, Mali) and country offices in Niger, Nigeria, Zimbabwe, Malawi, Ethiopia and Mozambique. ICRISAT conducts research on six highly nutritious drought-tolerant crops: chickpea, pigeonpea, pearl millet, finger millet, sorghum and groundnut.

ICRISAT was founded in 1972 by a consortium of organizations convened by the Ford and the Rockefeller Foundations. Its charter was signed by the FAO and the UNDP. Since inception, host country India has granted a special status to ICRISAT akin to an UN Organization operating in the Indian Territory, making it eligible for special immunities and tax privileges. ICRISAT is managed by a full-time Director General functioning under the overall guidance of an international Governing Board. ICRISAT is a member of the CGIAR System, which unites organizations engaged in research for a food-secured future.

Background to MAP-OC Implementation Plan

In consultation with the Institute’s Management Group (MG), the ICRISAT Governing Board (GB) resolved in September 2019 to address a structural financial deficit through a review of the structure, internal services and profile with the objective to enhance the effectiveness and to modernize ICRISAT internal systems and operations for the long-term sustainability of the Institute. The appointed external consultant will be provided with full access to all the key data, programs, plans and issues.

The MAP-OC focuses on three key vectors:

  • Enhancing Revenue Mobilization and Generation: The bulk of ICRISAT’s funding decrease is from drops in W1/W2. W3/Bilateral funds have remained relatively stable (with general annual fluctuations), having minor decreases up to 2019. The predicted pipeline for grants is however showing a possible significant decrease from 2020 onwards and especially for Africa.
  • Staff Profile, numbers and typology: The Institute wishes to focus on
    paying market rates for specific job profiles and match workforce to funding; and
  • Internal operational service delivery to support the mandate of the Institute. This will focus on enhancing the effectiveness and efficiency of support and service delivery in the Institute at India and Africa sites through reviewing options for service delivery, increased internal and external cost recovery and re-centralization of functional support services.

Part A – Objective of MAP-OC 

The overall objective of MAP-OC is to develop viable options to address the Institute structural deficit and enhance effectiveness to modernize ICRISAT internal operations and services for the long-term sustainability of the Institute, its staff and beneficiaries.

Recommendations for implementation will be classed into the near term (first 6 months), mid-term (within 12 months) and medium term (within 2 years).  This prioritized and time-framed implementation plan will be developed in conjunction with Institute Management and Governing Board.

Part B – Scope of MAP-OC

With the goal of supporting the Institute to become ever more effective, the MAP-IS will take stock of the Institute’s mandate, financial sustainability and facility and personnel footprint. It will cover the three vectors of (i) Enhancing Revenue Mobilization and Generation; (ii) Staff Profile, numbers and typology and (iii) Internal operational service delivery.

The consultant will define the methodology to be utilized in the development of the MAP-OS which, may include and not limited to the following:

  • Document review – Review of Institute documents and records including the evolution of ICRISAT operations, policies and operating procedures and include recent Management self-assessments and financial reports.
  • Interviews – Discussion and engagement with key management including the MAP-OC Task Team chaired by the DG.
  • Operational and Financial Review of Key Service Delivery – The ICRISAT budget mechanism (IBM) is utilized to prepare the FY2019 budget and encompasses all Institute Departments. It captures all expenditure in defined cost centers, revenue sources includes realistic cost recovery allocated to cost centers and it provides an effective mechanism to evaluate research and non-research revenue and costs. IBM gives ICRISAT much a clearer budget outlook than previously available.
  • Risk Management – Identification and mitigation planning for key risks associated with structural adjustment including legal, staff and other.
  • Walkthrough – Review of the governance framework in action by selecting representative issues, transactions and decisions to assess the effectiveness of the governance processes in action (direction and oversight).
  • Cost Benefit Analysis – To provide detailed assessments of individual vectors and services to provide clear cost benefit analysis, assessment and detailed way forward.
  • Benchmarking – Look at how the Institute is performing relative to best international and country practice, as well as with organizations of a similar nature and scale including relevant CGIAR Centers.

Part C – Access and Confidentiality

The MAP-OC will be undertaken by consultant selected through the process identified in Part E below.

Competence: To satisfy the test of independence, the Reviewer(s) must not be employed in any capacity by ICRISAT or any other CGIAR Center; or a principal of a material professional adviser, material consultant, or donor/Funder to ICRISAT, or an employee materially associated with the service provided.

Access:  The Reviewer(s) will have access to all members of the ICRISAT senior management team, and all relevant documents, papers and presentations.

Confidentiality:  The Reviewer(s) will treat information, documents in an appropriate and confidential manner.

Part D – Reporting, Approval and Dissemination 

The dissemination will include the following:

  • Final Report on the MAP-OC to be provided and presented to the ICRISAT MAP-OC Task Team
  • Final Report to be shared with the Governing Board Working Group on MAP-OC for information and possible follow up action depending on the outcomes of the assessment and action plan.
  • The Executive Summary and/or a synopsis report will inform the key actions from the vectors via dissemination across the Institute Management Group (MG) 

Part E – Review timeline, communication

Action Timeline Responsibility
TOR and timeline agreed by ICRISAT Task Team 25 November 2019 ICRISAT MAP-OC Task Team
Issue competitive RFP for submissions for the MAP-OC 30 November to
15 December 2019
ICRISAT procurement team
Identification and selection of Consultant by a panel comprising membership of the ICRISAT MAP-OC Task Team Begins  from  20 December 2019 ICRISAT MAP-OC Task Team
Contracting concluded By 01 January 2020 ICRISAT procurement team
Review undertaken – according to methodology presented by successful bidder Between 01 January 2020 and 28 February 2020 Consultant
Presentation of Draft MAP-OC Report to ICRISAT Task Team 1 March 2020 Consultant
Review and Assessment by Task Team and MG and GB Working Group window 30 March 2020 ICRISAT Task Team, MG, GB Working Group
Presentation of completed GR Report to GB ICRISAT (copied to SMB Chair on an un-redacted basis and open invitation to SMB Chair to attend meeting) 30 April 2020 Consultant
Review and Action Plan Discussed and formal response to DG agreed (and incorporated into Review to comprise ‘Final Report’) 04 May 2020 ICRISAT Task Team
Circulation of Final Report 06 May 2020 ICRISAT Task Team and DG

Part F – Commissioning and Remuneration

The MAP-OC development is commissioned and resourced by ICRISAT. The determination on what constitutes an adequate amount of time will be determined by the panel selecting the Reviewer(s).

Part G – Required profile of the Reviewer(s)

Minimum professional experience

  • Advanced university degree in finance, business administration or law, or other relevant discipline
  • Demonstrated track record (minimum 15 years’ post-qualification experience) in undertaking reviews and assessments of organizational performance and efficiency for complex organizations, whether in the private, semi-private or not-for-profit sector. Experience in undertaking reviews of organizational effectiveness, in particular, is highly desirable.

Key technical competencies

  • Independence and integrity to identify and report on key issues
  • Understanding of working with public sector, governments and other resource partners
  • Familiarity with laws and policies, systems and accountability structure

appropriate to an international organization operating under International and other frameworks

  • Ability to manage effectively in complex, multi-stakeholder environments, balancing strategic and hands-on approaches
  • Experience in developing cost benefit restructuring and management action plans.
  • Excellent verbal and written communication skills in English are required, other

languages a strong plus. Excellent interpersonal skills are required.

Part H – Response to request for services

The response to this request for services will include the following will include the following:

  • Brief summary of the relevant experience of the proposed Service provider;
  • Expert(s) team structure including proposed expert CVs;
  • Brief methodology and approach to the request for services.
  • Financial summary including expert input, travel, operational and other expenses;

Part I – How to submit a proposal:

Last Date for Submission of Proposals: Thursday 19 December 2019 by 15:00 hrs IST

All proposals must be sent electronically to email-id: V.N.SOMAYAJULU@CGIAR.ORG

ICRISAT shall not be responsible for any delay for non-receipt/non-delivery of the documents.

In case of any clarifications, please address them through email only  to