You may watch the following overview video or read the Step-by-Step Instructions for the Polaris Symphony Portal (PSP). After watching this video, you will successfully navigate Symphony for the Polaris solicitation(s). The PSP includes Small Business (SB), Woman-owned Small Business (WOSB), Service-Disabled Veteran Owned Small Business (SDVOSB), and the HUBZone Pools. The required URL for Polaris offerors is https://polaris.app.cloud.gov/. You cannot access Polaris from another URL.


Click here to watch the video on YouTube.


Step by Step Instructions

Step 1. Understand the User-Specific Dashboard

Step 2. Administration Access

Step 3. Utilize the My Company link

Step 4. Assemble Your Proposal


Step 1. Understand the User-Specific Dashboard

When you log in to the Symphony system, the dashboard will display a user-specific dashboard for the available solicitations. Features of Symphony may include the following.


The Solicitation Details

The solicitation details will include the Q&A deadline and the Solicitation Deadline. During the Ask Questions period, you can ask questions and view responses when enabled.


When the Solicitations are open to submissions, you can start, continue or view your proposal. You cannot reset or cancel a Pool submission once started. Polaris will only receive the proposals that you submit. Symphony will display the submission date and time, with the option to view the details of it. Authorized users can retract a submission by using the Modify Submission option. Don't forget to resubmit. Once the Solicitation deadline occurs, all assets are frozen.

 

The Pool Submission

When the Solicitations are open to submissions, you can "Start your Submission" or "Continue your Submission" to complete your proposal in multiple sittings. Review before you submit. We recommend you complete your Company profile using the My Company link before applying for a pool. 

Help and Information

Review the knowledge base or create a support ticket for the Polaris Symphony Portal. If you open a support ticket, you cannot log into the Helpdesk to check your ticket status, but if you do not receive a response within four business hours, your firewall may be preventing our messages from reaching you. Please check your junk/spam folders for client.support@apexlogic.com.

User Profile

Sign out or update your profile information from your user icon. You can also change your password, add, or update an authenticator app by scanning the QR code for your Polaris login.


Symphony Dashboard

Step 2. Administration Access

Only a Symphony Administrator can access the Administration link per How to Manage Users. A Symphony Administrator can only activate additional users that registered correctly. Users must also register in the same Symphony portal. Click on the row for the user you want to manage to activate or disable their account. Change their status to the one that applies and save your changes to allow other registered users to log into Symphony.


User Status

Users in the initial status cannot sign in until they are active. Click on the row for the user you want to manage to activate or disable their account. There are no restricted viewing roles in Symphony once a user is in active status. Change user status to the one that applies and save your changes. The status options are:

  • Initial - user has registered and needs the approval to sign in. The user will receive an inactive account message.
  • Pending - user is not authorized to sign in. The user will receive an inactive account message.
  • Active - users can sign into Symphony and perform tasks for their group permissions. 
  • Suspended - user has a locked account either from inactivity or too many failed password attempts.
  • Delete - the user no longer needs access to Symphony and should not appear in the Administration link. This option is not a full delete from the system and does not allow users to register with the same email again.


Permissions

Symphony Administrator(s) can also add or remove group permissions for all registered users in the Administration link. A user's status must be active for permission to apply. The group membership options are:

  • Administrator - User has full access to everything, including managing users. Registered SAM POC(s) are automatically assigned this role, or the user receives an email invitation for the contract vehicle's Symphony portal.
  • Program Manager - User can submit proposal(s) on behalf of the organization for their contract vehicle.
  • Staff - Users can view Task Order Requests and edit proposal data on behalf of their organization. The user does not have access to administration and cannot submit proposals.


The Proposal Manager Assignment can submit a proposal on behalf of the organization during open solicitations. It does not include the Administration link. Assign the Open Market Proposal Manager position to one user who needs it. This user is responsible for submitting the proposal and can verify that the information uploaded is done accurately.  


Symphony administrators can limit access after specific tasks via the Administration link. There are no restricted viewing roles in Symphony per the Symphony for Polaris FAQ.


Step 3. Utilize the My Company link


"My Company" is where you build your company asset library before the submission period or in addition to it. Please ensure it is for the UEI and Cage for the company that will be the "prime" entity for the proposal. The Company Overview summarizes your assets such as Team Members, MRCLs, Projects/Past Performance, and Business Factors. Your company asset library is reusable across all of your proposal submissions. Please, refer to How My Company works in Symphony for Polaris for more information.


Symphony Company Overview

Company SAM Data

SAM data is pulled directly from your public SAM record. Out-of-date or incorrect information must be updated at SAM.gov and given 24-48 hours to reflect in their database. What you see on the Symphony assets screen is for display purposes only. Your SAM record is your official record. If your information is showing correctly in SAM, do not worry about any discrepancies from within Symphony.


Be advised the NAICS codes in your Reps and Certs need to match the NAICS codes referenced for the corresponding pool submission. You must update this data in SAM directly before it can appear in Symphony. Please, contact us if you need the prime entity's SAM data refreshed.


Company Team Members

Team Members can be added and then viewed or removed as needed. Make sure their SAM data is correct at SAM.gov before adding them to Symphony. We cannot refresh a Team member's SAM data. Their business factors and documents, which include your JV agreements, Mentor-Protege Agreements, and Subcontractor Letter of Commitment, can be entered in this section. These are useful for adding different team members to separate pool submissions. For more information, please refer to the article How Team Members work in Symphony for Polaris. The steps to add team members are:

  1. Select +New Team Member.
  2. Use the drop-down to select the type of Team Member. The Team Member type 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
  3. Enter the Team Member's UEI (formerly DUNS) and Cage Code.
  4. Look up the Team Member.
  5. Confirm the Team Member or Try Again. Make sure you have the correct UEI and Cage Code.
  6. Claim 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. Business Factors will display in the Team Member's profile and then half-shaded circles when added to your proposal.
    • Claim the Team Member's Business Factors. 
    • Upload the supporting documentation. 
    • Certify the claim to save and continue.
  7. Upload supporting documents. 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 the Subcontractor Letter of Commitment. 
  8. Review the data
  9. Save and Complete

Company MRCL(s)

Add MRCL(s), the type of relationship, and your MRCL agreements and other documents. Then view, edit, or remove as needed. You can add different MRCL(s) to seperate pool submissions, but the MRCL(s) Business Factors are considered part of the prime offerors. Please review How MRCL works in Symphony for Polaris for more information. The steps to add MRCL(s) are:

  1. Select +New MRCL.
  2. Use the drop-down to select the type(s) of MRCL.
  3. Enter the MRCL's UEI (formerly DUNS) and Cage Code.
  4. Look up the MRCL.
  5. Confirm the MRCL or Try Again. Make sure you have the correct UEI and Cage Code.
  6. Upload supporting documents
  7. Review the data
  8. Save and Complete

Company Projects and Past Performance

Add Projects/Past Performance, and then you can view, edit or delete projects as needed. Define a project by its title, contract number, and Prime Contractor. Complete the core details about the project. Then in a submission, there are Functional/Performance Factors that you must add to your Project experience to earn additional points for Primary Relevant Experience, Cybersecurity, or Emerging Technology Relevant Experience per How a Proposal works in Symphony for Polaris. 


For more information, please refer to the article How Projects work in Symphony for Polaris. The steps to add Projects/Past Performance are:

  1. Select New Project Experience.
  2. Answer the Questions (as applicable) to Start Your Project Reference.
  3. Upload All Your Project Documents. Use the Tag Legend for your Core Project Details only. Additional tags are at your discretion.
  4. Answer the Questions to Complete Your Project Details. Some questions are optional and do not apply to the Polaris Solicitation(s). Other solicitations may require them.
  5. Use the File Reference field to direct the evaluators to the relevant project document. Not every question requires a file reference.
  6. Review Your Project Experience.
  7. Save and Complete.


Please note, when using a project from a Subcontractor, JV Member, or Mentor-Protege, you must add them as a Team Member or add a MRCL to your Company Assets before they will be available for reference as the Prime Contractor in the Project entry screen.


Functional/Performance Factors are solicitation-specific and must be added to your project experience to earn additional points after you have added them to your proposal. 

  • When you go to your "Submission" and add your projects to your proposal, select "Begin" to add your performance factors to receive solicitation-specific points for your project experience. You can "Modify" them until you submit your offer. You can reference multiple documents and select or deselect these references as needed. You must link to a file for reference and provide the reference keywords/tags/comments that you used to support your claims. These tags are at your discretion.

Company Business Factors

Business Factors are additional assets you claim. These include Systems, Industry Certifications, Clearances, Human Resources information, Financial Documents, and Other Documents relevant to your company asset library. For more information, please refer to the article How Business Factors work in Symphony for PolarisThe steps to add Business Factors are:

  1. Select the Business Factor you wish to claim
  2. Answer any questions (as applicable)
  3. Upload your supporting documentation (as applicable)
  4. Certify your claim
  5. Save and Claim

You should only see full shading for the business factors that belong to the prime entity in My Company > Company Overview. If you incorrectly claimed business factors, please go to My Company and then Business Factors to unclaim and delete the documents that do not apply to the prime offeror.

Company Documents

View all files you upload in their corresponding folders in the Documents library. You cannot upload or remove documents from the Document Library.  


Step 4. Assemble Your Proposal

When the Polaris solicitation(s) are open to proposals, you can "Start your Submission" or "Continue your Submission" to complete your proposal in multiple sittings or review it before submission. We recommend you complete your Company profile using the My Company link before assembling your proposal.

Proposal Overview

The Proposal Overview summarizes the information entered in Symphony, such as Team Members, MRCLs, Project Experience, and other Business Factors relevant to the solicitation. Links to the Document Library and your SAM data are also at the bottom of this page.  


Symphony Proposal Submission Overview

When you add 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). All Business Factors relevant to the solicitation are part of your proposal submission. You should only see full shading for the business factors that belong to the prime entity per How a Proposal works in Symphony for Polaris.

Proposal Contacts

Add your key personnel required for the submission, such as your Contract Manager and Program Manager. Select from your company's registered users in Symphony. You cannot assign positions to users who have not registered in Symphony. All users should register themselves. These are not Symphony roles available in the Administration link.

Proposal Team Members

Team Members, their business factors, and documentation (which includes your team member agreements) can be added to your pool submission and then viewed or removed as needed. You can have different team members for each proposal. If you have already added team members to your company profile, you can select them to add to the pool submission from a drop-down menu, or you can add a new team member record by going to My Company and including the asset there. If you need to delete a Team Member, first verify the team member is not in any project experience or unsubmitted proposals. For more information, please refer to How Team Members work in Symphony for Polaris.

Proposal MRCL(s)

Existing MRCL(s) in your Company Asset Library can be selected from the drop-down menu to add to the pool submission, or you can add a new MRCL record as necessary for your proposal by going to My Company and including the asset there. MRCL(s) can be added, viewed, or removed. You can have different MRCL(s) for separate proposals and project experiences. Please note that MRCL(s) cannot claim business factors. MRCL(s) are considered part of the Prime. For more information, please refer to the article How MRCLs work in Symphony for Polaris.

Proposal Projects and Past Performance

Select from past projects in Symphony and add them to the pool submission from a drop-down menu or add a new Project experience by navigating to Projects/Past Performance in My Company. Define a project by its title, contract number, and Prime Contractor. The Project Summary and list of supporting documents specific are displayed for information if you use the Project title link.


Proposal Projects and Performance Factors


Make sure to begin or modify your Functional/Performance factors to claim solicitation-specific performance once you add Projects to your submission. You can reference multiple documents and select or deselect these references as needed. You must link to a file for reference and provide reference keywords/tags/comments. The location in file field can help the evaluation team either "Jump To" the keyword or tag in your document(s). Or they can use it as a reference to "Find" your evidence. In the How Tags work in Symphony for Polaris video, we use an overarching keyword for the solicitation-specific factors for simplicity in using a Jump to or Find function.

Proposal Business Factors

Business factors relevant to each pool automatically add to the score card provided for that pool. These can be Systems, Industry Certifications, Clearances, Human Resources data, Financial Documents, and Other Documents that are either required or relevant to the pool. Additional information is in the article How Business Factors work in Symphony for Polaris.

Proposal Submission Documents

This area contains the solicitation-required form(s) for you to upload (SF-33, SF30, J.P-7, etc.) once Q&A is complete. You may upload your required or optional documents into the options for the Submission Documents for each pool submission to attach the necessary files from your company to each proposal. 

Proposal Document Library

The Document Library contains all files uploaded to Symphony and included in your proposal.  

Proposal Review

Review all the information assembled to see how each section scored. You can also use the Live Score button at the top of the screen to review your scorecard as you add your company assets to your offer.


The Submit function is not available until after the Q&A deadline. If the government needs to make amendments to the solicitation, this prevents you from having to submit multiple times. 


A proposal can be certified and submitted from this screen by Administrators or the Open Market Proposal Manager even if error messages state that requirements are incomplete. Warning and error messages also display to the evaluators.


Once submitted, the selected pool will display the submission date and time, with the option to view the details. You can retract your submission to make edits before the solicitation deadline. If this happens, carefully review and resubmit if you make changes. Once the Solicitation deadline occurs, all assets are frozen.

  

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