Terms of Reference (TOR) Provision of Ground Transportation Services to Girl Effect for a Three-Year Period Girl Effect Services

Who We Are

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”.

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.

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.

That’s the Girl Effect.

Objective

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  with taxi and car hire service that represents cutting-edge technology, processes and systems for the benefit of its users.

Scope Summary

The Terms of Reference and Scope of Services shall include, but not be limited to, the details specified herein:

• Provision of Taxi and Car Hire services to GE staff in any or the majority of the project activity locations. This will include:
• Nairobi County
• Migori County
• Machakos County
• Kilifi County
• Kiambu County
• Mombasa County
• Uasin Gishu County
• Nakuru County
• Eldeyo Marakwet
• Garissa County
• Kwale County
• Narok County
• The car rental services are defined within four (4) separate categories as follows:
• Category 1: 4 X 4 Vehicles
• Category 2: Salon Vehicles
• Category 3: 9 Seater Minivans
• Category 4: 30-seater bus
• Assign clean and comfortable vehicles with valid licenses and comprehensive insurance cover.
• Assign clean, road-worthy, sober and well-behaved drivers with valid driving licenses and Certificate of Good Conduct.
• The driver shall always be smartly dressed while on duty.
• The vehicle must bear the contractor’s official logo or name if possible
• The Taxi rates shall hold and remain firm during the contract period.
• Provide security tools, including but not limited to, vehicle tracking, SOS alert response and security backup services.
• Must have fully operational approved seat belts and speed governors as applicable in transport regulations in force.
• Ability of the firm to maintain and demonstrate COVID-19 protocols & Health and safety for GE
• Ability to provide off-site vehicle recovery for all classes of vehicles
• Provide an online interactive booking & customer management tool for both car hire & taxi services (If available)
• For a non-online platform (voucher-based), the following will be required:
• Before starting the journey, the Taxi user must record the following in an official Taxi Services Order (Taxi Voucher):
• Date of taxi hire
• The registration number of the taxi
• Speedometer reading at pick-up point
• Speedometer reading at the dropping point
• Time logs for pick up and drop off
• Waiting time
• The name and ID of the Taxi driver
• The location of departure
• The destination of the journey.
• Request Number
• 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 & 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.
• 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
• Thirty (30) days credit terms will apply

Mandatory Requirements

• Copy of Registration Certificate /Certificate of Incorporation
• Valid tax compliance certificate/Pin Certificate
• Valid Comprehensive insurance, logbooks & PSV Licenses for the fleet of vehicles owned by the firm (attach document) or car  lease agreements
• Audited accounts for the last 3 years
• Evidence for operational offices, including base stations, vehicle recovery & support, including a 24-hr. dedicated support service
• Online tools for both booking & security management (If available) – Share link/Screenshot/s
• List of similar assignments carried out, including at least five (5) Corporate clients, date and budget.

Reporting

The consultant will work closely with the Operations team to facilitate all travel requirements. 

Period of Performance

• 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.

Tentative Timelines:

•       Terms of reference published: 24th July  2026
•       Deadline for responses: 7th  July   2026

Who You Are:

• The contracted company shall have at least 5 years of prior successful experience in car hire operations. 
• The contracted company shall be expected to own their vehicles and not to have them franchised or rented through third parties. 

Proposal Submission

Your proposal, should you be interested, shall cover the following:

Technical Proposal

• Profile: 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.
• Highlight geographical presence/experience in the areas where we require car hire services
• Reference: Provide at least five references for similar contracts with a description of the service provided and the contract periods of performance.

Financial Proposal

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.

Pricing Schedule

To facilitate price comparison, bidders are requested to complete the Price Schedule Sheet here.

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. 

Financial Proposal; 

• Must be submitted using the format provided above
• Price must be quoted in (KES)
• All applicable taxes (VAT and withholding taxes) shall be included
• If the financial proposal is silent on taxes, GE shall assume that these are inclusive. 
• Financial proposal shall be valid for a period of 90 days from the date of bid closure
• Financial proposal shall be sent as a separate attachment 
• Bidders must provide complete financial costing for the entire assignment

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.

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.

VALIDITY of the proposal shall be for 90 days from the date of bid closure.

Evaluation Criteria

The criteria against which proposals will be evaluated are listed below.

Technical Evaluation

• Credential/Profile - 25%
• Geographical experience in the areas of operations - 15%
• Evidence of a minimum of five contactable references signed - 15%
• Firms must demonstrate the Capacity of fleet size- (Owned or Leased) (Share list of fleet size)-15%

Financial Evaluation

• Value for money/proposed budget breakdown - 30%

How to Apply

Please submit proposals as described above to suppliers@girleffect.org by 6th August 2026, 5:00 pm EAT latest. Please clearly mark your email with the subject “ Ground Transportation: Kenya’‘.

Tax

Girl Effect is obliged by the Kenyan tax authorities to withhold taxes on service contract fees as well as ensure that 16% VAT is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position regarding provisions of the Kenya tax legislation when developing their proposals.

Disclaimer

GE reserves the right to determine the structure of the process, the number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party. GE shall inform ONLY successful applicant(s). The process of negotiation and signing of the contract with the successful applicant(s) will follow. 

Please note: We will evaluate only proposals submitted following the application process outlined in the TOR and using our specified email address (suppliers@girleffect.org).

Safeguarding

You may be required to undertake safeguarding checks. Shortlisted consultants will be assessed on our organizational values at the interview stage. The successful consultant will be expected to adhere to our safeguarding policy. We encourage you to read and understand our safeguarding policy, the executive summary of which can be found Here. We have zero-tolerance for all forms of violence against children, beneficiaries and staff. 

Equal Opportunities 

Girl Effect Services is committed to equal opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. We are proud to be an equal opportunity workplace. 

We are committed to building an organization that is increasingly representative of and works extensively with the communities that we serve. To this end, due regard will be paid to procuring consultancy service organizations and individuals with diverse professional, academic and cultural backgrounds.