Requests for Clarification and Responses by the Special Bidding Committee

On 27 August 2025, VFS Global submitted requests for clarification regarding the interpretation of the Notice of Bidding and its Annexes. The requests were submitted in a timely manner. They will be addressed in turn below.

Query 1. “Subcontractor Document Authentication. Please describe the process for authenticating subcontractor documentation via the Embassy of Brazil in Beijing, including the average and maximum processing times.”

Response. The query is not sufficiently clear. On the understanding that it refers to consular legalization or apostillisation for documents related to local subcontractors (such as licenses for operation), the Special Bidding Committee clarifies that the Consular Section of the Embassy of Brazil does not provide these services for documents issued by Chinese agencies, given that both China and Brazil are parties to the Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (Apostille Convention). For documents issued by a Chinese agency, apostillisation may be requested to competent Chinese authorities. For reference: https://cs.mfa.gov.cn/wgrlh/lsrz/lsrzjjs/; https://www.gov.br/mre/pt-br/embaixada-pequim/setor-consular-2/legalizacao-de-documentos.

Queries 2 and 3. “Visa Application Processing Criteria. What criteria does the Embassy use to determine whether a visa application is processed through the Electronic Visa system or the Conventional Visa process?” “Allocation Between Visa Types. How will the Embassy manage and control the distribution of applications between the Electronic Visa and Conventional Visa channels?”

Response: The Special Bidding Committee refers to item 2.3 of Annex I to the Bidding Notice: “2.3. Ordinance MRE No. 428, of December 15, 2022, in turn, stipulates that the processing of the visit visa electronically ‘does not prevent the granting of a visit visa in its conventional form, with the affixing of a label to a travel document, at the discretion of the consular Authority’ (NSCJ 12.3.46), also providing for the possibility of ‘requesting a visit visa in its conventional form by foreigners eligible for an electronic visit visa’ (NSCJ 12.3.46, item I).” Chinese applicants are thus entitled to choose whether they will apply for an electronic or conventional visa.

As to the expected workload and the management of the workflow between the electronic and conventional visa channels, the Committee also refers to items 1.7, 3.1.2, 3.1.3, and 6.1.4 of Annex I to the Notice.

Specifically for visas in the electronic modality, the Committee recalls that item 3.3.1.1.15.3 of Annex I provides that “the contracted party must adopt a solution to manage the flow of applications so that the daily number of forms transferred electronically to Brazilian consular network posts in mainland China does not exceed maximum daily numbers that may be stipulated by the Brazilian government.”

For visas in the conventional modality, the Committee recalls that item 5.2.5 of Annex I provides that “On the date of entry into force of the contract, an electronic platform developed by the Contracted party must be fully operational (which must contain clear instructions for users) for online scheduling of appointments for the subsequent physical delivery of passports and documentation by visa applicants to the reception and processing centers, in accordance with items 3.2.1.1.1 and 3.2.6. The Brazilian government (but not the contracted party) may determine a maximum number of daily appointments, depending on the location of the reception and processing center and the type of visa requested.”

Queries 4 and 5. “Adjustment of Visa Center Operations. In the event of a reduction in paper-based visa application volumes, what is the expected approach for adjusting visa center size and staffing levels?” “Adjustment of Visa Center Operations. What role will the contracting authority have in monitoring and approving such adjustments?”

Response. In accordance with item 7.1.1 of Annex I to the Notice, it is the contracted party’s obligation to perform the services “with the allocation of employees and material and technological resources necessary for full compliance with the contractual clauses”. Additionally, item 3.1.3 of Annex I to the Notice provides that “The activities described in sections 3.2 to 3.6 below constitute an integral part of all visa processing. Under this contract, the contracted party will collect its revenues exclusively by billing Brazilian visa applicants for its services. The contracted party will manage the workflow to ensure that all performance requirements are met.”

The Special Bidding Committee also refers to item 6.1.4 of Annex I, which establishes the obligation of the Brazilian Government to “provide in writing any information necessary for the development of the services covered by the contract, in the cases expressly provided for in this Basic Project”, and to item 8.2 of Annex I, which provides that “Monitoring and supervision of the execution of the contract consists of verifying the conformity of the provision of services and the allocation of necessary resources, in order to ensure full compliance with the agreement, and must be carried out by one or more especially designated representatives of the Brazilian government.”