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Tender Notice inviting bids for outsourcing of visa services in respect of Embassy of India, Beijing and Consulates General of India in Shanghai and Guangzhou







The Embassy of India, Beijing intends to PRE-QUALIFY AGENCIES TO ASSIST ITS VISA WING AND THE CONSULAR WINGS OF ITS CONSULATES IN GUANGZHOU AND SHANGHAI IN THE PROCESSING OF APPLICATIONS FROM FOREIGN NATIONALS FOR THE ISSUANCE OF VISAS. The agencies so identified would have, on behalf of the Embassy of India, responsibility for the following broad activities:


§    Distribution, collection and scrutiny of visa applications as prescribed, along with passports, supporting documents and fees from the applicants;

§    Depositing the visa applications, passports in original as well as in electronic format and other related documents at the Visa/Consular Wing of the Embassy/ Consulates by the quickest and safest means; and fees at the bank designated by the Mission/Posts;

§    Collection of passports from the Visa/Consular Wing after the service there has been rendered;

§    Dispatching / handing-over document/s to applicants by secure and fast means;

§    Maintenance of a website as well as a dedicated information desk/service to answer enquiries over telephone, distribute printed guidelines and handle queries by e-mail, post or fax, as the case may be; and

§    Scheduling of personal interviews of the applicants at the Visa/Consular Wing of the Mission/Posts, where required.


To carry out these activities on behalf of the Mission/Post, the agencies would be expected to establish collection centre/s at prominent localities of Beijing, Guangzhou and Shanghai. The Mission/Post may need to increase the number of centres in Beijing, Guangzhou, Shanghai and other cities of the People’s Republic of China, if deemed necessary. The agencies would be expected to provide courteous and efficient service at all times. The Mission/Posts reserve the right to monitor the quality of service provided and impose necessary corrective measures on the agencies in terms of their contractual obligations. The short-listed agencies will have to furnish a bank guarantee, the amount of which will be specified in the Request For Proposal (RFP).


Agencies with sound financial and business credentials, having at least one year experience in providing similar services and dealing with at least one hundred and twenty five visas per day on a one year average, are invited to send their profiles and expression of interest, along with a detailed offer for pre-qualification. All offers/bids should be accompanied by a refundable deposit of RMB 20,000/- by cheque drawn in favour of Embassy of India, Beijing. This deposit would be refunded within five working days of the Mission and Bank of opening of pre-qualification bids.


Only Indian/Indian origin companies with or without a local partner either of Indian/Foreign origin are eligible to apply.


The agencies are required to submit technical and financial bids in two separate envelopes. In the first stage, only the technical bids will be opened and examined and only the bidders fulfilling the technical requirements will be selected for opening the financial bids. Any remaining bids will not be processed further. Financial bids of companies qualifying on technical evaluation will be opened in the next stage and the Contract Price shall be the criterion for selecting the successful Service Provider. If the contract price is same for more than one company, the company graded higher will become eligible. The Technical Bids will be evaluated by the Mission and graded according to the quality of services offered by the bidding Companies. This information would be given to the Companies which qualified for the Financial Bids before opening of the Financial Bids.


For details of evaluation criteria etc., please refer to the Request For Proposal posted on the website of the Embassy of India, Beijing at


The offers/bids may be sent in sealed covers superscribed 'Visa Outsourcing' (containing two separate sealed covers superscribed " Technical Bid" and "Financial Bid") addressed to the Head of Chancery, Embassy of India, Beijing (Address: No. 5, Liangmaqiao Bei Jie, Chaoyang District, Beijing 100600; Tel: +86-10-85312546; Fax: +86-10-85312574; E-mail:, so as to reach the Mission latest by 1500 hours on 11 June 2012. All the Technical Bids shall be opened simultaneously at 1600 hours on the same day. The Mission’s decision on the pre-qualification of the agencies shall be final.