Dear Sir

The whole process of shifted to the work load to agents will be a double edge decision as it
seem a profitable one for us in terms of the business model but there will be days when these
agents will be asking the authorities to shift the entire process of Saudi visa processing to agents
and what is the need of EPL in Pakistan so by giving away all the resources and expertise we will
make our self-more vulnerable in hand of the agents mafia . We need to have a better grip on
the system as it will not only ensure EPL authority in the market but ensure a continuous stream
of profit for the organization. Astride this following measures need to be included in the SOP/
Model/ MoU which will be furbished in days to come.

In the MoU phase of the matter we need to sort out all the minute details regarding following
heads of the process.

1. IT support

What IT equipment i.e computer system, bar-code scanners , passport readers ,finger print
scanners ,counter mounted cameras for photo graph will be provided by whom and what will be
the modalities for there safe keeping and maintenance Further to this what will be
standardization of the equipment .

2. Administrative Support .

What all arrangement need to be done by the agents for ensuring the comfort of the
applicants while they visit the agents offices that include waiting dacility , sitting space and
all other administrative arrangement .

3. Security Support

What will be minimum amount of the security measures which need to be ensured by the
agents for the premises security .

What all security measures must be implemented by the agents while processing the
biometric operations i.e dual back DVRs security cameras and etc.

How to insure the overall custody of the biometric footage of the applicants present with
agent and the transportation of same footage to the mission and EPL offices.

4. Miscellaneous
a. what will be the design of the subject counter ?

i. Either the counter will be pre assembled or custom made for each site ?

ii. What will be the placement of the CCTV cameras for each biometric
counter as it will be ceiling mounted on the counter mounted.

iii. What will be the specification/ standardization of the CCTV cameras used
for each counter?

iv. what will be its standardization of the Security equipment installed for
the biometric?

b. what will be the method of Backup taking for the biometric footage with the
agents?

c. How much bandwidth need to be assigned to the security DVRs for the live
monitoring ?

d. As agents will be working on behalf of the VFS and EPL what will be the branding
procedure ?

e. What will be the means of periodic check need to be maintained by EPL on the
agents and how it will be insured ?

f. As it is a leased out model what will be the minimum agreed standards which
need to be agreed upon between the EPL and agents and what will be the method of
insuring the subject standard on behalf of EPL by the Agents?

g. What will be the detail of MoU need to be evolved between agents and EPL for
the process.

h. Are the existing EPL centers will be doing the biometric for the Umrah and hajj
applicants where available?

i. As per terms and conditions the agent will bear all the costs related to rent,
security, utilities and other related to maintain the facility, my concern is with regards to
the wages of hired staff, their benefits and any other expense related to manpower. Who
will bear that cost and in either way what benefit can be expressed in case of manpower
cost paid by either VFST or the Agent?
j. A term “agent’s deposit” is mentioned in the document; how much is the deposit
amount being considered by VFST, does it cover the facility rental and utilities,
application fee amount (what number of applications count has been set as max against
deposit) , Staff salaries and benefits (for up to how many months) what will be the
penalty detail, and for any issue what will be the modes oprandie . What penalty shall be
applied in case of any violation of the terms and conditions as set by VFST ( it has to be
specific that what would be negligible, threatening and gross misconduct for
cancellation of the subject applicant)

k. What checks and balances shall be applied for the genuine of biometric of
applicants, and how it will be deemed as satisfactory whether the agent is performing
the process for the genuine applicants.

l. What measures shall be taken to ensure the appointment slots are booked on
original applicant as what if the agent will collude with the agents and making their own
game for walk-in and or pre-booked appointment.

m. What number of agents are determined to be given this agent and what
locations/cities have been decided?

n. What would be the ideal distance from EPL VAC for the next agent office to avoid
from any major impact on EPL business in this partnership.

o. It has to be pre-determined that what number of staff shall be required for a

agent based on the population area covered by respective agent. This analysis will help
from excess or shortage of staff.

p. Which party will bear the training cost of the staff, if arranged at EPL VAC as it
may require travel, accommodation and meals etc. Similarly if arranged as EPL staff
travel to the agent for training same query will arise.

q. What would be the staff uniform policy for the agent staff?

r. What would be the pay scales of staff and team leader or supervisor?

s. Will there be any responsibility of EPL Operations Managers for the assurance of
compliance within their provincial jurisdiction?
t. What level of access shall be given to the Security Managers for the monitoring?

u. What will be the frequency of periodic mystery checks/audits on the agents

(compliance, process, transactional and financial) and which party will hold the
ownership of the process i.e. EPL or VFST?