21. The evaluators (i.e., concerned PPPC Project Officer and the IA representative) should evaluate the expert's performance within two (2) months from the date of commencement and every two (2) months thereafter or as may be determined during contract negotiations. The evaluation should be completed within one (1) month. In preparing the PER, the evaluators shall also seek comments on the expert's performance from other PPP Center and/or IA staff who are involved in the assignment.
22. The evaluators rate the individual expert for each performance criterion by choosing one of five ratings, i.e., excellent, satisfactory, generally satisfactory, unsatisfactory, not applicable. The evaluator refers to the narrative description of the performance criteria presented in Appendix 4. A "not applicable" rating may be given if the criteria do not apply accurately to the terms of reference of the expert.
23. 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.
24. The PDMFS reviews the PER and decides whether follow-up action with the TA is needed. Follow-up action is always taken when any evaluation criteria of the 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. After PDMFS receives the TA's reply, the PDMFS reviews the PER; the TA's comments; and past PERs, if any.
25. 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 firm shall be asked to immediately replace the expert2.
26. PDMFS maintains the files on the expert's performance evaluation. When the expert 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 expert within the last five (5) years, as well as to determine whether or not the expert is under a suspension to undertake a contract with PPP Center.
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2 Firms shall bear the cost of replacing individual experts and shall comply with rules and procedures for replacement CVs.