You may review the following Step by Step Instructions to successfully add team members to your Company Assets in Symphony for the Polaris solicitation. The required URL for Polaris offerors is https://polaris.app.cloud.gov/


Step by Step Instructions

How to add a Team Member

Step 1: Select + New Team Member 

Step 2: Confirm the Team Member

Step 3: Add Business Factors

Step 4: Add Supporting Documents

Step 5: Review Your Team Member

How to remove a Team Member



How to add a Team Member

Navigate to My Company and select the Team Member tab. Complete the following steps. Once team members are in Symphony, they will be displayed in a table format for you to view, edit or delete from your asset library. You must add a team member before assignment to a project reference is possible..


My Company Team Member screen


Step 1: Select + New Team Member 

Choose the type of Team Member. Symphony will help you find the team member by the SAM.gov Unique Entity Identifier (UEI, formerly DUNS, as of April 1, 2022). To Lookup Organization, enter the required UEI. The Cage code field is optional but necessary if a UEI has multiple cage codes.


The type of Team Member can be one of the following:

  • Subcontractor
  • Joint Venture Member
  • Joint Venture Subcontractor
  • Mentor in an SBA Mentor-Protege Program
  • Protege in an SBA Mentor-Protege Program

Team Member Search form


Step 2: Confirm the Team Member

Confirm or Try again based on the details displayed.


Team Member Confirmation screen

Step 3: Add Business Factors

Business Factors are additional assets such as Systems, Industry Certifications, Clearances, Human Resources information, Financial Documents, and Other Documents that the Team Members' can contribute.

  1. Claim the Team Member's Business Factors. 
  2. Upload the supporting documentation. 
  3. Certify the claim to save and continue.


*Financial responsibility documents and SAM.gov Reps and Certs must be submitted for each member of a Joint Venture added to your proposal. For more information, please refer to How a Proposal works in Symphony for Polaris.


Team Member's Business Factors to claim


The Team Members' Business factors will not display on the Company Overview screen. You should only see full-shading for the business factors that belong to the prime in My Company > Company Overview. If you claimed business factors for the prime incorrectly, please go to My Company and then Business Factors to unclaim and delete the documents that do not apply to the prime offeror.


Per How a Proposal works in Symphony for Polaris, when you add your team members to your submission, the Business Factors on the Proposal Overview page should show half-shading to represent the claims coming from the members (regardless of how many have a factor). 


Step 4: Add Supporting Documents

Upload the supporting team member documentation, such as the team member agreement and any other supporting documents, to your Team Member(s) documents tab. You do not upload these documents at the prime level.  

  • A Joint Venture requires a JV agreement. 
  • A Mentor-Protege requires an SBA approved Mentor-Protege Agreement. 
  • Subcontractors require a Subcontractor Letter of Commitment. 

Team Member Document Upload screen

Step 5: Review Your Team Member

Review the team member's general information and documentation. Save and Complete to add the Team Member. 


Team Member Review screen before saving

 

A table will display the added Team Member and the ability to delete them from your assets. Use the Team Member name as a link to review their general information and documentation. You can edit the team member's business factors and attach supporting documents as needed before the submission deadline. 


To add a team member to a proposal, navigate to the applicable pool's submission. If you still need help, please click here to contact us.


How to remove a Team Member

You may need to remove Team Member(s) from your Symphony assets for various reasons. These include the SAM data or the type of team member being incorrect. In these situations, team members need to be removed and re-added. To complete this task, you must remove all links to the team member before you can delete them from your assets. When documents are attached to a team member, delete documents from the Business Factor they are attached to when you click on the Team Member link and use the unclaim button to edit or delete the document's from the business factor. Once complete, you can delete the team member and add them back with the correct relationship type. The SAM data will retrieve the current information at SAM.gov when added back.


To complete this task, navigate to My Company and select the Team Member tab. Make sure the team member is not part of any projects or submissions. Symphony will direct you to the order of the steps if attempted in the wrong order. Read the messages carefully. 


Team Member is part of a Pool message

An overview of the steps based on the above image is listed below.

  1. Make sure the team member is not part of your proposal. Withdraw the team member from your pool submission(s). Verify the withdrawal on the Proposal Overview screen.
  2. Go to My Company and then Projects/Past Performance if the team member performed any projects. Replace them with the prime or another team member as needed.
  3. Stay in My Company, go to the Team Members tab, and then select the Team Member. You must unclaim all their business factors and delete the documents attached to those claims. 
  4. Go to the Team Members Documents tab and delete any Teaming documents attached to the team member. If a trash can icon is gray, return to the business factor (labeled as the Document Type) where the document is linked and delete it.
  5. Delete the Team Member. 

Team Member document deletion message

Remember, if you delete a Team Member after adding them in any project experience or unsubmitted proposals, update the corresponding assets in the applicable screens to add them back where necessary. If you still need help, please click here to contact us.


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