Request for Proposal: Provision of Ground Transport Services

About this role

<h2><strong>Who We Are</strong>&nbsp;</h2> <p>Girl Effect is an international non-profit that builds media that girls want, trust and need. From chatbots to chat shows and TV dramas to tech, our content helps adolescent girls in Africa and Asia make choices and changes in their lives. We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, and relationships, empowering girls with the skills to negotiate and redefine what they are told is possible “for a girl”.&nbsp;</p> <p>Our reach is 50 million and counting. And we’re using technology to reach girls at scale so every girl can choose to be in control of her body, health, learning and livelihood.&nbsp;</p> <p>Because when a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country. &nbsp;</p> <p>That’s the Girl Effect.&nbsp;</p> <h2><strong>Objective</strong></h2> <p>The purpose of this request for proposal is to identify and engage a specialized Taxi and Car Hire service provider for Girl Effect Kenya who will be contracted under a Framework agreement for a maximum of three years, renewable annually. Through the taxi and car hire service provided, Girl Effect Kenya will obtain the most competitive, qualified, responsive and high-quality service, representing the best value for money, for all taxi and car hire requirements. The service provider should have a performing fleet with experienced personnel and management to provide GE&nbsp; with taxi and car hire service that represents cutting-edge technology, processes and systems for the benefit of its users.&nbsp;</p> <h2><strong>Scope Summary&nbsp;</strong></h2> <p>The Terms of Reference and Scope of Services shall include, but not be limited to, the details specified herein:&nbsp;</p> <ul> <li>Provision of Taxi and Car Hire services to GE staff in any or the majority of the project activity locations. This will include: Nairobi, Machakos, Kiambu, Mombasa, Kilifi, Kwale, Nakuru, Uasin Gishu, Elgeyo Marakwet, Narok, Migori and Garissa Counties.</li> </ul> <ul> <li>The car rental services are defined within four (4) separate categories as follows:&nbsp; <ul> <li>Category 1:&nbsp; 4 X 4 Vehicles&nbsp;</li> <li>Category 2: Salon Vehicles&nbsp;</li> <li>Category 3: 7-8 Seater Minivans</li> <li>Category 4: 30-seater bus&nbsp;&nbsp;</li> </ul> </li> </ul> <table> <tbody> <tr> <td> <p><strong>Lot</strong></p> </td> <td> <p><strong>Service</strong></p> </td> <td> <p><strong>Typical use</strong></p> </td> <td> <p><strong>Vehicle categories</strong></p> </td> </tr> <tr> <td> <p><strong>Lot 1</strong></p> </td> <td> <p>Taxi and on-demand transfers</p> </td> <td> <p>Point-to-point trips within towns and cities, including airport transfers. Charged per km and waiting time.</p> </td> <td> <p>Cat 2, Cat 3</p> </td> </tr> <tr> <td> <p><strong>Lot 2</strong></p> </td> <td> <p>Car hire with driver</p> </td> <td> <p>Full-day or multi-day hire with a driver within a county. Charged per day.</p> </td> <td> <p>Cat 1 to Cat 4</p> </td> </tr> <tr> <td> <p><strong>Lot 3</strong></p> </td> <td> <p>Regional and long-distance travel</p> </td> <td> <p>Trips between counties, for example from Nairobi to Narok, including multi-day trips and group travel. Charged per day.</p> </td> <td> <p>Cat 1 to Cat 4</p> </td> </tr> </tbody> </table> <ul> <li>Assign clean and comfortable vehicles with valid licenses and comprehensive insurance cover.&nbsp;</li> <li>Assign clean, road-worthy, sober and well-behaved drivers with valid driving licenses and Certificate of Good Conduct.&nbsp;</li> <li>The driver shall always be smartly dressed while on duty.&nbsp;</li> <li>Provide security tools, including but not limited to, vehicle tracking, SOS alert response and security backup services.&nbsp;</li> <li>Must have fully operational approved seat belts and speed governors as applicable in transport regulations in force.&nbsp;</li> <li>Ability of the firm to maintain and demonstrate COVID-19 protocols &amp; Health and safety for GE&nbsp;</li> <li>Ability to provide off-site vehicle recovery for all classes of vehicles&nbsp;</li> <li>Provide an online interactive booking &amp; customer management tool for both car hire &amp; taxi services (If available)&nbsp;</li> <li>For a non-online platform (voucher-based), the following will be required:&nbsp; <ul> <li>Before starting the journey, the Taxi user must record the following in an official Taxi Services Order (Taxi Voucher):&nbsp; <ul> <li>Date of taxi hire&nbsp;</li> <li>The registration number of the taxi&nbsp;</li> <li>Speedometer reading at pick-up point&nbsp;</li> <li>Speedometer reading at the dropping point&nbsp;</li> <li>Time logs for pick-up and drop-off&nbsp;</li> <li>Waiting time&nbsp;</li> <li>The name and ID of the Taxi driver</li> <li>The location of departure</li> <li>The destination of the journey&nbsp;</li> </ul> </li> </ul> </li> <li>Invoices shall be submitted with copy/copies of the Taxi Service Orders (vouchers), duly endorsed by the user for settlement. The invoice amount shall be based on actual mileage &amp; time and the applicable rate for the category of vehicle used and emailed to the address that will be provided at the time of engagement.&nbsp;</li> <li>For the online platform, the users shall electronically confirm the journey, and the parameters outlined shall be computed by the vehicle’s GPS-based tracking system. Invoices shall be submitted with copy/copies of the Transactional statements/parameters and applicable costs to the email address that will be provided&nbsp;</li> <li>Thirty (30) days credit terms will apply&nbsp;</li> </ul> <h3><strong>Mandatory Requirements</strong>&nbsp;</h3> <ul> <li>Copy of Registration Certificate /Certificate of Incorporation&nbsp;</li> <li>Valid tax compliance certificate/Pin Certificate&nbsp;</li> <li>Valid Comprehensive insurance, logbooks &amp; PSV Licenses for the fleet of vehicles owned by the firm or lease agreements for leased cars (attach document).&nbsp;</li> <li>Audited accounts for the last 2 years&nbsp;</li> <li>Evidence for operational offices, including base stations, vehicle recovery &amp; support, including a 24-hr. dedicated support service&nbsp;</li> <li>Online tools for both booking &amp; security management (If available)–Share link/Screenshot/s&nbsp;</li> <li>List of similar assignments carried out, including at least three (3)Corporate clients, date and budget.&nbsp;</li> </ul> <h2><strong>Reporting&nbsp;</strong></h2> <p>The consultant will work closely with the Operations team to facilitate all travel requirements.&nbsp;&nbsp;</p> <h2><strong>Period of Performance&nbsp;</strong></h2> <ul> <li>The framework agreement will run for a maximum of three years, renewable annually, based on performance, unless terminated earlier by either of the parties as per agreed-upon contract terms.&nbsp;</li> </ul> <h2><strong>Tentative Timelines</strong></h2> <ul> <li>Terms of reference published:13th October&nbsp; 2026&nbsp;</li> <li>Deadline for responses: 30th October &nbsp; 2026<strong>&nbsp;</strong></li> </ul> <h2><strong>Who You Are</strong></h2> <ul> <li>We welcome bids from established ground transport operators of any size that meet the requirements below. Suppliers need at least two (2) years of experience operating taxi, car hire or passenger transport services.</li> </ul> <h2><strong>Proposal Submission&nbsp;</strong></h2> <p><strong>Lots &amp; Geography: </strong>Bidders may submit proposals for any single Lot or combination of Lots.&nbsp;</p> <p><strong>Coverage Flexibility:&nbsp;</strong>Bids may cover all project locations or be limited to specific counties/regions where the bidder operates or maintains fleet capability.</p> <p>Your proposal, should you be interested, shall cover the following:&nbsp;</p> <h2><strong>Technical Proposal&nbsp;</strong></h2> <ul> <li><strong>Profile</strong>: Please showcase any previous work that you consider relevant to what we are trying to achieve, and how we approach our work and the audience we cater to. Describe the qualifications, experience and capabilities of the firm or consultant in providing the requested services.&nbsp;</li> <li><strong>Reference: </strong>Provide at least 3 references for similar contracts with a description of the service provided and the contract periods of performance.&nbsp;</li> <li><strong>Lots and Geographical Coverage:</strong> Bidders may propose services under one or more lots, and may limit their bids to specific geographies where they have proven capacity.&nbsp;</li> </ul> <h2><strong>Financial Proposal&nbsp;</strong></h2> <p>The quotation should be for a schedule of rates per vehicle category per day within the routes indicated. This rate should be VAT inclusive in KES and inclusive of fuel, drivers, maintenance/spare parts, insurance, etc. Requests resulting in higher prices based on the rise in fuel rates must be supported by documentation. Any destination or vehicle that may not be easily classified, after due diligence, into any of the pre-determined categories, shall require a separate quote to be submitted for approval by Girl Effect prior to travel/provision of service and shall be reasonably based on existing rates within the agreed price schedule.&nbsp;</p> <h2><strong>Pricing Schedule&nbsp;</strong></h2> <p>To facilitate price comparison, bidders are requested to complete the Price Schedule Sheet<a href="https://docs.google.com/spreadsheets/d/1v7LlHQsx1evuAHX5uC5l59A50_J727rSVT5Yi6inoQA/edit#gid=0"> here</a>.&nbsp;</p> <p>Bidders are expected to indicate the rates of service charges in the price schedule. Bidders shall also indicate prices charged for any other extra service that can be rendered.&nbsp;&nbsp;</p> <h2><strong>Financial Proposal</strong></h2> <ul> <li>Must be submitted using the format provided above&nbsp;</li> <li>Price must be quoted in (KES)&nbsp;</li> <li>All applicable taxes (VAT and withholding taxes) shall be included&nbsp;</li> <li>If the financial proposal is silent on taxes, GE shall assume that these are inclusive.&nbsp;&nbsp;</li> <li>The financial proposal shall be valid for a period of 90 days from the date of bid closure&nbsp;</li> <li>The financial proposal shall be sent as a separate attachment&nbsp;&nbsp;</li> </ul> <p>In the proposal, the bidder must demonstrate an understanding of the requirements described in the RFP and demonstrate how the bidder will meet the requirements of the evaluation criteria.&nbsp;</p> <p>GE is not liable for any cost incurred during the award/contract preparation, submission, or negotiation of the award/contract. All submitted documentation and/or materials shall become and remain the property of GE.&nbsp;</p> <p>VALIDITY of the proposal shall be for 90 days from the date of bid closure.&nbsp;</p> <h2><strong>Evaluation Criteria&nbsp;</strong></h2> <p>The criteria against which proposals will be evaluated are listed below.&nbsp;</p> <h2><strong>Technical Evaluation&nbsp;</strong></h2> <ul> <li>Credential/Profile - 25%&nbsp;</li> <li>Geographical experience in the areas of operations - 15%&nbsp;</li> <li>Evidence of a minimum of 3&nbsp; contactable references signed - 15%&nbsp;</li> <li>Firms must demonstrate the Capacity of fleet size (Owned or leased) (Share list of fleet size)-15%&nbsp;</li> </ul> <h2><strong>&nbsp;</strong><strong>Financial Evaluation&nbsp;</strong></h2> <ul> <li>Value for money/proposed budget breakdown - 30%&nbsp;</li> </ul> <h2><strong>How to Apply&nbsp;</strong></h2> <p>Please submit proposals as described above to <strong>suppliers@girleffect.org by 30th October&nbsp; 2026, 5:00 pm EAT at the latest</strong>. Please clearly mark your email with the subject “<strong> Ground Transportation Services: Kenya</strong>’‘.<strong>&nbsp;</strong></p> <h2><strong>General and Commercial Terms</strong></h2> <ul> <li>&nbsp;Contracting: The successful bidder will enter into GE's standard Framework Agreement. Appointment does not guarantee any minimum volume or expenditure.</li> <li>Taxes: Bidders are responsible for understanding and clearly stating applicable taxes. GE will deduct or account for taxes where required by law.</li> <li>Confidentiality &amp; Data Protection: The successful bidder must protect GE and traveller information and comply with applicable confidentiality and data protection requirements.</li> <li>Safeguarding: The successful bidder will be expected to comply with GE's safeguarding requirements and may be subject to appropriate due diligence checks.</li> <li>Conflicts of Interest: Bidders must disclose any actual or potential conflicts of interest that could influence the delivery of services or recommendations to GE.</li> <li>Equal Opportunities: GE is committed to equal opportunity and encourages proposals from diverse organisations and professionals.</li> <li>Right to Award: GE reserves the right to seek clarifications, negotiate, amend or cancel the procurement process, reject any or all proposals, and is not liable for costs incurred in preparing a proposal. Due to the volume of applications expected, only shortlisted bidders will be contacted for further evaluation</li> <li>Proposal Validity: Proposals must remain valid for 90 days from the submission deadline.</li> </ul>