Outsourcing of receipt of applications for visa and residence/work permits, including recording of biometric data, registration of application data and scanning of supplementary documentation
The Danish Ministry of Foreign Affairs is inviting tenders for the provision of services related to the receipt and completeness control of short term visa and residence permit applications on behalf of Danish foreign missions. The call for tender concerns the following 8 regions (estimated number of applications per year in parentheses):
1. Europe and Russia (33 000)
2. Middle East and North Africa (7 000)
3. Sub-saharan Africa (9 500)
4. Asia except Russia and China (28 500)
5. China (20 500)
6. Australia, New Zealand and Oceania (350)
7. North America except Mexico (2 500)
8. Central and South America including Mexico and the Caribbean (800)
Each region represents a partial agreement, and the Ministry intends to sign one contract per region. The Ministry of Foreign Affairs does not expect any service provider to be able to offer services worldwide. Consequently, the Ministry invites any service provider who is able to provide the services required in any one of the regions mentioned above, to apply for prequalification. A service provider may apply for prequalification in one, several or all the regions specified.
The following countries and cities ("representations") shall be covered by the relevant contract for each region (location of Danish missions in parentheses):
1. Europe and Russia
Russia (Moscow): Moscow, St. Petersburg, Nizhny Novgorod, Novosibirsk, Rostov-on-Don, Krasnodar, Kazan, Samara, Krasnoyarsk.
Turkey (Ankara, Istanbul): Ankara, Istanbul.
Ukraine (Kiev): Kiev, Lviv, Odessa, Donetsk, Kharkiv.
United Kingdom (London): London, Manchester, Edinburgh.
2. Middle East and North Africa
Egypt (Cairo): Cairo.
Syria (Damascus): Damascus.
3. Sub-saharan Africa
Ghana (Accra): Accra.
South Africa (Pretoria): Pretoria, Durban, Cape Town.
4. Asia except Russia and China
Nepal (Kathmandu): Kathmandu.
India (New Delhi): New Delhi, Mumbai, Chennai, Bangalore, Kolkata.
Indonesia (Jakarta): Jakarta.
Pakistan (Islamabad): Islamabad, Lahore, Karachi.
Thailand (Bangkok): Bangkok.
5. China
China (Beijing, Shanghai and Guangzhou): Beijing, Shanghai, Guangzhou.
6. Australia, New Zealand and Oceania
Australia (Canberra): Canberra, Sydney.
New Zealand (under Canberra): Wellington.
7. North America except Mexico
USA (New York): New York, Washington, Chicago, San Francisco, Houston.
Canada (Ottawa): Ottawa, Toronto, Vancouver.
8. Central and South America including Mexico and the Caribbean
Bolivia (La Paz): La Paz.
The Ministry may at any time during the contract period in which the new contracts will be in force wish to change the geographical coverage of the services due to e.g.:
— Nationals of countries in the regions may be exempted from visa requirements.
— The number of applicants in a country were no service is set up from the start may grow to a size that motivates the Ministry to require receipt of applications in such countries and/or cities.
— Consideration of desirable levels of service for applicants in big or geographically isolated countries may motivate the Ministry to add points of receipt of applications in such countries and/or cities.
— Changes to the existing Danish representations mentioned above.
— The service provider offers to receive applications in other cities and countries in the region with and without Danish missions.
Change of geographical coverage in a region will be in accordance with the procedure laid down in each contract. If so and when agreed to by the parties due to the procedure specified in the contract, such applications must be transferred in each country to the Danish mission in this country or, if there is no Danish mission, to a Danish mission in another country within the region. Similarly, the envelope containing the results of the visa and residence permit process must be transported from the Danish missions back to the visa centre of the service provider where the application was received, in order to be delivered to the applicant.
The contract shall include the following services for each representation:
— Setting up one or more homepages for information on Danish visa and residence permit legislation and procedures or insertion of this information in existing homepage(s). The information shall be available in the language(s) of each country, where the service providers are offering their services.
— Training staff to handle applications for Danish visas and residence permits,
— Receipt of visa applications and applications for residence permits, check of the completeness of the applications and annexed documentation.
— Capture of applicant's biometric data in accordance with the specifications of the Ministry of Foreign Affairs.
— Application data entry via internet connection using a data capture system set up by the Ministry.
— Scanning of residence permit applications and supplementary documentation.
— Receipt of the corresponding fees for the Danish missions and transfer of these fees to the bank accounts of the missions as specified in contractually stated and locally completed agreements between the missions and the service providers.
— Scanning of residence permit applications and supplementary documentation in accordance with the specifications of the Ministry of Foreign Affairs.
— Booking of appointments for applicants' interviews with the Danish missions mentioned in the contracts with the service providers.
— Transferring filled-in paper based applications, passports, supplementary documentation and biometric and scanned data files to the missions mentioned in the contracts with the service providers.
— Transferring the results of the visa and residence permit handling process from the Danish missions specified in the contracts with the service providers and handing out these results to the applicants.
— Answering telephone inquiries concerning rules and legislation on visas and residence permits (by referring to relevant homepages or relevant missions), application status etc.
Applicants must pay a fee for submitting applications for visas and residence permits. The service providers shall collect visa and residence permit fees from the applicants and transfer them to the accounts of the missions specified in the contracts. In addition to these fees, the service providers may in accordance with the term of the contract charge a service fee of no more than 30 EUR or equivalent in local currency per applicant and application. The service providers shall consider the possibility of charging different service fees depending on the different economic conditions of the countries in which they are offering their services. The service providers will receive no payments from the Ministry of Foreign Affairs or the Danish missions.
The service providers may offer additional services to the applicants like photocopying, passport photographs and courier service for transfer of applications within and across national borders and for delivery of the results to the applicants and charge a separate fee for these services.
The provision of these services shall comply with physical security and data protection requirements as laid down in.
— the Regulation (EC) 810/2009 of the European Parliament and of the Council of 13.7.2009 establishing a Community Code on Visas, article 43, article 44 and Annex X.
— EU and Danish data protection legislation and data protection legislation and other security requirements in the countries where the services are provided.
After the signature of the contracts, the service providers shall set up the basis for the delivery of the contracted services by establishing facilities, including the necessary equipment, for the receipt of applications related to Denmark in existing bureaus or by the establishment of new bureaus at the locations specified in the contracts for each region, implementing the required homepages, training staff to execute the contracted services including biometric data capture and data entry and implementing biometric data capture equipment and suitable document scanners.
The Ministry aims at ensuring a two months establishment, training and test period between the signature of the contracts and the time of operation. The services of the service providers shall be operational no later than 1.7.2013 for each representation.
Deadline
Fristen for modtagelse af bud var på 2012-12-04.
Indkøbet blev offentliggjort på 2012-11-02.
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Indkøbshistorik
| Dato |
Dokument |
| 2012-11-02
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Udbudsbekendtgørelse
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