8. The evaluators, i.e. concerned PPPC Project Officer and the IA representative, should complete the evaluation of the TA's performance within one (1) month from (i) the date on which the TA submits the final report as scheduled in the Contract of Services for the Provision of Transaction Advisory Services1; (ii) midterm of the TA's assignment; or (iii) PPP Center's termination of the TA's contract. Any expert replaced during the assignment period because of unsatisfactory performance will require detailed evaluation within one (1) month from the replacement date using the PER Form 2 (Appendix 3) for individual consultants. PERs not evaluated at the end of the one-month period will be automatically classified as "Not Rated". Once a PER is classified as "Not Rated", the PER rating cannot be changed.
9. At the expected date of the final report submission or at the midterm of an assignment lasting 12 months or more, the PDMFS sends an email message to the evaluators. The message includes guidelines for completing the evaluation. The evaluators, in preparing the report, seek comments from other PPP Center and/or IA staff who were involved in the implementation of the TA's services.
10. The evaluators complete the evaluation form by choosing one of five ratings (i.e., excellent, satisfactory, generally satisfactory, unsatisfactory, or not applicable) for each performance criterion. In doing so, the evaluators refer to the narrative descriptions of the performance criteria shown in Appendix 2. If some criteria do not apply accurately to the assignment, a 'not applicable' rating may be given.
11. The evaluator first evaluates the TA's overall performance in the PER Form 1 Part A (Appendix 1). All the factors that affected the overall performance, including the extent to which the TA achieved the assignment's objectives, completed the terms of reference, and complied with its other contractual obligations; the experts' field performance and behavior; and the amount of assistance the IA provided are considered.
12. Next, the evaluator explains his/her ratings in the "Comments" column for each criterion of the form, particularly any ratings that are less than satisfactory (i.e. generally satisfactory, or unsatisfactory) or for a "not applicable" rating. The explanations are mandatory before the evaluators can proceed to the next step of the process. It is also important because, if PPP Center later finds the firm's overall performance to be unsatisfactory, it will use the PER to support any restrictions it imposes or other action it takes against the TA.
13. Third, the evaluator evaluates each individual expert, international and national, in the PER Form 1 Part B. The evaluator has to evaluate the team leader and all team members. Any expert with unsatisfactory rating will require detailed evaluation using the PER Form 2 (Appendix 3).The evaluator refers to the narrative description of the performance criteria presented in Appendix 4.
14. After the PER is completed, the evaluator forwards the PER to the PSC and PDMFS. An endorsement of the PER from the PSC to the PDMFS is needed to complete the process. In cases where the PSC fails to endorse the PER rating given by the evaluators within the specified period, such rating will be deemed final and included for PER purposes. PDMFS will record cases where the PSC failed to endorse the PER.
15. The PDMFS reviews the PER and decides whether follow-up action with the TA is needed. Follow-up action is always taken when the TA's overall performance and/or any expert is rated unsatisfactory. When PDMFS decides to take follow-up action, the PDMFS Director, after consulting with the PSC, writes to the TA listing the weaknesses identified in the PER and invites the TA to comment. The TA is given 7 days to reply in writing to PDMFS.
16. After PDMFS receives the TA's reply, the PDMFS reviews the PER; the TA's comments; and past PERs, if any.
17. Depending on the circumstances, the PDMFS may decide if the PER overall performance rating will stand or will be modified. If the overall performance rating of "unsatisfactory" is maintained, the PDMFS will next decide whether PPP Center will exclude the TA and/or any of the individual experts in the team from shortlistings for future IDCAs for a specified period effective from the date of the PDMFS decision. The PDMFS' decision is final, and PDMFS advises the consultant in writing of the decision. If PDMFS decides to exclude the TA and/or any of the individual experts from shortlisting for IDCAs, the PPP Center Executive Director, signs the letter to the TA.
18. PDMFS maintains the files on the TA's and its experts' performance evaluation. When a TA or any of its experts is proposed for a shortlist by an IA or PPP Center, or if a TA or any of its experts is included in a winning firm's technical proposal, PDMFS reviews its files on performance evaluation for the purpose of taking into account in the evaluation process the performance evaluation ratings of the TA or its experts within the last five (5) years, as well as to determine whether or not the TA or any of its experts is under a suspension to undertake a contract with PPP Center.
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1 Or as indicated in the PSC resolutions/contract variation related documents as approved by the ADB.