The cooperation with the successful Tenderer shall be based on a legal instrument that shall comply with the requirements set out in ANNEX 1.

When selecting the external service provider, the Cyprus Embassy shall also scrutinize the solvency and reliability of the interested Party, including necessary licenses, commercial registration, company statutes, bank contracts, and ensure that there is no conflict of interest.

Quotations should be submitted the latest by December 13^th 2018, 12:00 pm (Beijing time), to the Embassy of the Republic of Cyprus in Beijing, 2-13-2, Ta Yuan Diplomatic Office Building, No.14, Liang Ma He Nan Lu, Chaoyang District, Beijing 100600, PR China (in a sealed envelope clearly labeled “ Quotation for EXTERNAL SERVICE PROVIDER”).

ANNEX I

SCOPE OF SERVICES requested
The EXTERNAL SERVICE PROVIDER will operate Cyprus Visa Application Centres (hereinafter called and referred to as “VACs”) in Beijing, Shanghai, Guangzhou, Chongqing, Wuhan, Shenyang, Jinan, Hangzhou, Nanjing, Shenzhen, Fuzhou, Chengdu, Xi’an, Kunming, Changsha and any other city that will be decided after the authorization of the authorities of P.R. China.

THE EXTERNAL SERVICE PROVIDER shall be responsible for infrastructure, technological and support services, as follows:

a) will provide general information on visa procedures and requirements in the visa application process via an email response, call centre and dedicated website, which will be set up by THE EXTERNAL SERVICE PROVIDER and linked to the website of the Ministry of Foreign Affairs and the website of the Embassy of the Republic of Cyprus in Beijing.

b) will provide to all applicants personalized service over the counter at all designated offices.

c) will provide a Helpline and an e-mail service in VACs offering voice and written response to queries of visa applicants. All the information to be provided therein shall be approved in writing by the Cyprus Embassy in Beijing. These services will be provided free of charge.

d) will receive visa applications over the counter and enter the applicant’s data into the database provided by the Cyprus Embassy, as agreed between the Parties.

e) will collect the visa fees.

f) will scrutinize all applications, upon submission, to ensure that they are complete, duly signed and contain all supporting documents as well as the required number of photographs in accordance with the check lists that will be provided by the Embassy of the Republic of Cyprus.

g) will transmit all collected applications and data (including biometric identifiers) to the Embassy of the Republic of Cyprus. The data transmitted will be fully encrypted, whether electronically transferred on an electronic storage medium from the VAC, or physically transferred in a secure way, to the Embassy.

h) will make available to the Cyprus Embassy, the details of all visa applications processed on a daily basis.

i) will collect travel documents, including a refusal notification if applicable, from the Cyprus Embassy and return them to the applicant.

j) will provide Verification Services upon requests by the Embassy of Cyprus for documents submitted with visa applications. The charges required for conducting the said verification will be collected from the applicants themselves, after informing them of the request of the Embassy to proceed with such verification.

k) may provide optional SMS services, at a nominal fee, as a value added service. Optional SMS services shall be provided at the request of the applicant. The cost of the SMS service will be paid by the applicant.

CYPRUS VISA APPLICATION CENTRES
a) The Cyprus VACs in China will be centrally located business units set up by THE EXTERNAL SERVICE PROVIDER, at its own cost, either on the existing premises or at different locations, depending on availability and space, to serve the Embassy of Cyprus;

b) The Cyprus VACs premises will be functional and adequate and appropriate security measures will be arranged;

c) The Cyprus VACs will ensure that the quality of the service offered to the public is of high standards and follows good administrative practices;

d) The Cyprus VACs will have sufficient number of duly qualified, trained and appropriate staff (having knowledge of English & the local language), as well as sufficient resources (computer workstations and reliable internet access) in order to efficiently and effectively carry out the handling of the visa application process;

e) The Cyprus VACs will observe timings and holidays as indicated by the Cyprus Embassy;

f) The Cyprus VACs staff will be briefed by the Cyprus Embassy on the visa procedures;

g) Applications submitted to the Cyprus VACs will be forwarded to the Cyprus Embassy in Beijing on a daily basis;

h) Visa applications will be presented to the Cyprus VACs on a voluntary basis. Applicants may submit applications at any time directly to the Visa Section of the Embassy;

i) The Cyprus Embassy may proceed to security checks of all employees designated to work at the Cyprus VACs;

VISA FEES
THE EXTERNAL SERVICE PROVIDER will collect the visa fees as specified by the Cyprus Embassy, in Chinese currency. Such fees will be forwarded to the Bank account of the Cyprus Embassy.

EXTERNAL SERVICE PROVIDER SERVICE CHARGE
THE EXTERNAL SERVICE PROVIDER will collect a non-refundable service charge, from applicants, per application, inclusive of taxes. The service charge will cover all activities carried out by THE EXTERNAL SERVICE PROVIDER. THE EXTERNAL SERVICE PROVIDER will not be at liberty to levy any charges to visa applicants other than those agreed upon signature of the agreement with the Embassy.

INFORMATION SERVICES
The Cyprus VACs website provided and powered by THE EXTERNAL SERVICE PROVIDER, will contain information, material and documentation provided and approved by the Cyprus Embassy. The information provided by the website will include full details of the application procedure, rules and general information relevant to visa applications, list of supporting documents, according to the Visa type, visa fee list, THE EXTERNAL SERVICE PROVIDER service fee, local methods of payment, specifications for biometric identifiers, online status tracking module, VACs operating hours, and a holiday list, address and contact details of the VACs and the Cyprus Embassy, contact details and opening hours of the call centre, helpdesk email ID, useful links, place for customer feedback, grievance address forum and other information that may be agreed upon.

APPLICATION TRACKING
THE EXTERNAL SERVICE PROVIDER will provide an application tracking system via four means: online tracking, SMS services, via call centre, and in person at the VAC.

INTERVIEW
Interviews of applicants will be carried out by the Cyprus Embassy, which will inform THE EXTERNAL SERVICE PROVIDER, in writing, as and when it decides, which applicants are required to undergo an interview in person at the Cyprus Embassy. THE EXTERNAL SERVICE PROVIDER will pass the information on to the applicant and report back to the Cyprus Embassy.

CONFIDENTIALITY – DATA PROTECTION
Both Parties will keep confidential all information concerning the other’s business disclosed to them, which is not in the public domain.

THE EXTERNAL SERVICE PROVIDER will take all necessary precautions to ensure that all information obtained from the Cyprus Embassy in execution of this contract, is used in compliance with the Data Protection restrictions included in the Cyprus Law as well as in the relevant EU legislation.

COMPLIMENTARY SERVICES
THE EXTERNAL SERVICE PROVIDER would handle the distribution of messages and information, regarding consular operations and public service, from the Cyprus Embassy and tourism-related literature published by the Cyprus Tourism Organisation for visa applicants. These messages and literature shall be placed at the VACs for free access by visa applicants. These services will be provided at no charge to the Cyprus Embassy and to visitors of the Cyprus VACs.

GOVERNING LAW AND DISPUTE RESOLUTION

The agreement that will be signed with the successful tenderer shall be governed, construed and enforced in accordance with the Law of the Republic of Cyprus and shall be subject to the immunity clauses provided by the Vienna Convention on Diplomatic Relations. The Republic of Cyprus shall apply the Agreement in compliance with the European Union Law and especially its data protection rules for the processing of personal data.

Any dispute, controversy or claim arising out of or in relation to the Agreement, or the breach, termination or invalidity thereof, shall be settled amicably by negotiation between the Parties. In the event that such negotiation is unsuccessful, either Party may submit the dispute to the competent court of the Republic of Cyprus.

DURATION OF THE CONTRACT
The contract will be valid for three years. It can be terminated by either party, given a three (3) months’ written notice to the other party. The Cyprus Embassy will reserve the right to terminate the Agreement on a one (1) month’s written notice, in case THE EXTERNAL SERVICE PROVIDER does not respect its obligations under the agreement or incompatibility of the content of the agreement with future EU regulations concerning the issuance of visas or force majeure events.