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

About this role

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…