RFP - Engagement of Agencies for Corporate Cab Services

Request for Proposal (RFP)

Bids are invited for: Engagement of Agencies for Corporate Cab Services

Ref: AIFT/RFP/DL/2026-27/027

Scope of Work:

The American India Foundation Trust (AIFT) seeks to engage technology-enabled corporate transportation service providers/platforms for managing cab bookings and employee transportation requirements through a centralized digital system.

The proposed solution should enable end-to-end management of cab bookings, vehicle/driver allocation, trip monitoring, OTP-based trip validation, digital trip records, vendor management, billing and MIS reporting. Engagement period 1st October 2026 to 30th September 2027.

1. Cab Booking

• Booking of Air-conditioned commercial vehicles only; through web/mobile application/Desk Based operations.
• Booking based on date, time, pickup and drop location and vehicle requirement.
• Facility to modify/cancel bookings.
• Independently Sharing of Booking confirmation and driver/vehicle details to the user and admin team.

2. OTP-Based Trip Validation & GPS Tracking

• OTP generation for each confirmed trip, and confirmation by the driver/passenger before commencement of the trip.
• Live tracking of active trips.
• Recording of pickup/drop locations and trip start/end time.
• Availability of trip history for reference and verification for atleast 2 months.

3. Billing, MIS & Reconciliation

The agency shall provide: 

• Fortnightly billing based on approved rate card, along with MIS and supporting documents for each trip viz Duty Slip, toll, parking receipts etc.
• Reports covering number of trips, fortnight-wise trips, project-wise and employee/user-wise usage, completed/cancelled trips, and fortnightly billing and expenditure as per AIFT’s requirement.
• Facility to verify/reconcile invoices against actual completed trips.
• Identification of discrepancies, if any.
• Availability of billing and trip reports in PDFs and Excel format.

4. Credit Facility

• The agency shall provide a credit facility for availed services, with billing and payment settled on a fortnightly basis.
• Credit Facility required: Minimum 3 Lakh.

5. Payment Terms

• Time & Kilometer will be charged on a Garage-to-Garage basis.
• Toll tax, Parking charges & State taxes are extra, as per actuals.
• 24-hour services are assured for Booking.
• Local night charges applicable after 11:00 PM and before 7:00AM
• If Digitally signed invoices are not available, then Physical Copy to be sent to AIFT’s National Office.

The technical proposal should cover at least below areas:

Applicant eligibility requirement(s):

1. The bidder organization should be registered as a legal entity for carrying business in India. In addition, the bidder shall have all kinds of necessary licenses and permission for work related requirements.
2. The bidder must preferably have previous 5 year relevant experience in the area of the requirement/supply.
3. Capability to undertake services across PAN India

Technical Requirements:

The bidder should provide information on overall qualifications, including:

1. Profile of organization
2. Past experience, clients handled and completed assignments in the same field.
3. Services and support available post-delivery of services and Turnaround time
4. Only for-profit entities can apply. Nonprofit entities (NGO) are not eligible to apply under this bid.

Attachments/ Enclosures for Technical Bid:

Bid must be submitted in English language only and should contain the following:

1. Covering letter with reference to all enclosures or attachments.
2. Copy of registration documents/ certificate and most recent renewal as a legal entity.
3. License or permission if any for doing business
4. Copy of Authorized dealership issued by the company (if any)
5. Copy of valid PAN
6. Copy of valid GST Registration.
7. Copy of MSME registration certificate (if registered)
8. Copies of last 3 (three) years of ITR.
9. All other documents as mentioned in this RFP document.

D. Financial Bid

10.  Cover letter (Annexure I), General Information (Annexure I.1), Technical Bid (Annexure I.2)

It is to be submitted separately as per Annexure II. No conditional price is to be quoted.

AIFT Contact:

Any communication must be sent to: PROCUREMENT@AIF.ORG while mentioning ref of

bid as Ref: AIFT/RFP/DL/2026-27/027

To download the full ToR, click here: RFP: Corporate Cab Services 2026