Request for Proposal (RFP) – Organizational Spend Analysis Consultancy

## **All questions from bidders will be registered and shared publicly for transparency and fairness:** [**NLRC RFP 1352\_Register of Questions.docx**](https://rodekruis.sharepoint.com/sites/Meetingsinternational/_layouts/15/guestaccess.aspx?share=IQDzwCy7DHk0QYlANjvvFxBPAaGV41pPISUWYYVBM5gZbW8&e=StNOKy)

## **Find the Complete folder** [**TD 2026 1352\_ Spend Analysis**](https://rodekruis.sharepoint.com/sites/Meetingsinternational/_layouts/15/guestaccess.aspx?share=IgDW-RcKzARKSZo_Y5kl7ZGrAdVnetaX2kz-AwEj2Leo2E8&e=zTlbKm) **with all supporting documents including the Terms of Reference and Request for Proposal:** [**NLRC RFP 1352\_Spend Analysis.docx**](https://rodekruis.sharepoint.com/sites/Meetingsinternational/_layouts/15/guestaccess.aspx?share=IQB5KegYVSsKQaCMf7mo4dcaAemDy81SmkvkEXViGu2q0HY&e=3F5JNn)

## **Background and purpose**

Spend analysis is the systematic assessment of historical expenditure data to improve visibility, strengthen compliance and control, and identify risks and opportunities. It provides an overview of organizational spending and supports improved supplier management and more strategic sourcing decisions.

The Netherlands Red Cross aims to strengthen its procurement function by enhancing spend visibility, efficiency, compliance, and strategic sourcing. As part of this effort, a revised procurement policy is being introduced, including a new governance model that shifts greater responsibility to requesters, while positioning procurement specialists in a more advisory, risk management, and strategic role.

This transition is part of a broader organizational objective to break down silos and harmonize policies, procedures, and ways of working across headquarters, regions, and international operations. Currently, procurement responsibilities are partially centralized, with dedicated procurement specialists supporting international projects. The ambition is to extend this role to provide advisory support organization-wide.

A spend analysis is required to support this transition by providing insights into:

- Expenditure patterns and transaction profiles
- Supplier dependencies and concentration risks
- Opportunities for cost optimization and process improvement
- Overall visibility of organizational spend across suppliers
- Compliance risks, including non-competitive procurement and supplier over-reliance
- Opportunities for strengthening procurement strategies, including framework agreements and supplier management
- Data-driven decision-making

The analysis will also serve to inform and support the implementation of the new procurement policy and governance model.

## **Objectives**

The objective of this assignment is to:

- Provide full visibility over organizational spend
- Identify cost-saving opportunities and efficiency improvements
- Advise on tools or approaches to track savings and efficiency gains
- Identify procurement risks (e.g. limited competition, lack of compliance, supplier dependency)
- Support the development of procurement strategy
- Enable data-driven decision-making
- Provide a phased roadmap for incremental implementation of identified improvements

## **Scope of work**

### **Data analysis**

- Analyze spend data (invoices, suppliers, procurements)
- Assess:
- Supplier spend concentration
- Number of transactions
- Average spend per supplier
- Spend by procurement category
- Spend by cluster/team and identification of key stakeholders for engagement
- Cost categories

### **Process Analysis:**

- % spend under contract
- use of preferred suppliers

### **Risk & opportunity analysis**

Identify:

- supplier dependency risks
- fragmentation
- inefficiencies
- Propose: framework agreements, supplier consolidation

### **Strategic recommendations**

- Develop actionable recommendations on procurement model, supplier strategy, efficiency
- Provide a clear implementation roadmap with phases and timelines
- **Timeframe:** Spend from the last 12-24 months.
- **Geographical scope:** all transactions across the head office in all clusters and regional offices.
- **Data sources:** actual expenditure (invoices) - Exact Financials and filtered on Dagboek 200-isp Facturen - inkoop.

## **Deliverables**

The consultant will deliver:

**Spend Analysis Report**

- **Executive summary**
- **Key findings**
- **Risk analysis**
- **Recommendations**

**Spend Dashboard**

- **Supplier spend**
- **Categories**
- **Trends**
- **Main requesters and clusters**

**Road map**

- Incremental phases
- **Timelines**

**Presentation of findings**

- **Meeting**
- **Powerpoint**

## **Timeline**

Duration: 8 weeks

Scope: Last 12–24 months of spend

Draft report in November
Final deliverables and presentation session December.

The workplan is flexible and can be adapted by the consultant – end of year is preferable.

## **Methodology**

Quantitative analysis will include:

- Supplier spend volume
- Number of invoices
- Supplier concentration and dependency
- Spend by procurement category
- Average invoice value

Qualitative analysis will include:

- % of spend under contract
- % spend through preferred suppliers
- % of spend under PO’s, etc.

Attention should be given to identifying where spending is concentrated across teams and clusters, to prioritize areas with the highest potential for improved compliance, cost savings, and risk mitigation.

## **Consultant profile – required expertise**

The consultant should have, proven experience in:

- spend analysis - mandatory
- procurement transformation - preferred
- change management - preferred

Experience with:

- NGOs / humanitarian sector (preferred)
- Strong analytical skills (Excel / Power BI)

Ability to translate data into actionable insights

Ability to translate technical data into plain text for non-expert stakeholders.

Languages spoken: Dutch and English (mandatory)