Request for Proposal - Provision of Driver Outsourcing Services at Inkomoko

Scope of Works

The selected service provider will be responsible for the following:

Provision of Reliever Drivers

• Deploy qualified, licensed, and experienced drivers ( 3years experience) to cover staff absences (annual leave, sick leave, training, etc.).
• Ensure deployment within 3 days of request, or within 12–24 hours for urgent cases.
• Deploy drivers familiar with Nairobi, Garissa, Lodwar, Dadaab and its camps,  Kakuma and its camps, with membership in local driver associations (especially Lodwar and Kakuma).
• Ensure drivers are familiar with the humanitarian and security environment associated with these areas ( Garissa, Lodwar Dadaab and Kakuma).
• Ensure drivers are punctual, professional, and well-groomed.
• Maintain a pre-vetted pool of standby drivers from localities of assignment.

Driver Vetting and Documentation

Conduct and provide proof of driver vetting, including:

• Valid driving license for the appropriate class.
• Police clearance certificate (issued within 12 months).
• Medical fitness certificate.
• Employment history and references from at least two employers.
• Road test assessment results.
• Proof of training in defensive driving, road safety, first aid, and vehicle maintenance.
• Submit driver profiles and vetting documents prior to deployment.
• Maintain a database of active, pre-approved drivers.

Compliance and Conduct

Ensure all drivers:

• Adhere to INKOMOKO transport policy, code of conduct, and security procedures.
• Sign NDAs and respect confidentiality.
• Comply with Kenyan traffic laws and occupational safety standards.
• Provide regular refresher training on conduct, safety, and customer service.
• Take immediate action against misconduct or non-performance.

Administrative Responsibilities

• Manage contracts, payroll, statutory deductions (NSSF, NHIF, PAYE), and insurance.
• Provide workers’ compensation and liability insurance.
• Ensure legal authorization to work in Kenya.
• Provide immediate replacements for unavailable or underperforming drivers.
• Assume full employer responsibility and liability for all outsourced drivers.

Reporting and Coordination

Provide usage reports detailing:

• Names of drivers, dates, and locations of assignments.
• Duration of assignments.
• Performance feedback/incidents.
• Maintain constant communication with INKOMOKO Operations manager and Security focal point.
• Provide a dedicated account manager for coordination and escalation.
• Hold quarterly review meetings to assess service quality.