How the ASTRO Symphony Portal Works

Modified on Fri, 31 May 2024 at 01:39 PM

To navigate in Symphony for the ASTRO solicitation, watch the following video or read the Step by Step Instructions. The required URL for ASTRO offerors is: https://astro.app.cloud.gov/.


Click here to watch the video on YouTube.


How to Navigate Symphony Audition for ASTRO


1. Understand the User-Specific Dashboard

When you log in to the Symphony system, the dashboard will display a user-specific dashboard. If you are a Contract Holder, you will have Contract specific elements included on your dashboard to navigate to various features of Symphony Procurement Suite. If you are not a Contract Holder, you will see the available solicitations.

  

2. Understand the Solicitation Details

The solicitation details will include the Q&A deadline and the Solicitation Deadline. During the Ask Questions period, you will be able to ask questions, view responses, and go to the beta.SAM.gov link. 


When the Solicitation is open to submissions, you will be able to start, continue ,or view your submitted proposal for the selected pool.


3. Understand the Menu Bar

  • Sign out or update your profile information from your user icon.
  • Get help and support information.
  • The POC or Proposal Manager will have access to an administration function to conduct user management.
  • My Company is the location where you can build out your general company profile.
  • Use the Dashboard to navigate to the solicitation.


How to Build Your Company Profile in Symphony for ASTRO


1. The Company Overview

My Company is where you build Your Company Asset Library in advance of the submission period or in addition to it. The first screen is your Company Overview. The top of the screen will display your company name and DUNS. The Company Overview provides a summary of your assets; such as Team Members, MRCL’s, Projects/Past Performance, and Business Factors. Your company assets are reusable across all of your proposal submissions.


It is recommended you complete Your Company Assets before applying for a pool. 

  • Changes can only be made to this data before the submission deadline. 
  • Any changes will reflect in all pool submissions unless the proposal is already submitted. 
  • Once the Solicitation deadline is met, all assets are frozen. 


You add your key personnel such as your Contract Manager and Program Manager in your proposal submissions. 

  • The CACM and CAPM can be different for each pool submission so these options are located in the Proposal Contacts for your submission under the Dashboard. 


Click here to watch the video on YouTube.

 

2. SAM Data

SAM data is pulled directly from your public SAM record. 

  • Out-of-date or incorrect data needs to be updated at SAM.gov and given 24-48 hours to reflect in their database. 
  • Symphony is using an API provided by SAM. 
  • There are cases when the data returned has unexpected results. What you see on the Symphony assets screen is for display purposes only. 
  • Your SAM record is your official system of record. If your information is showing correctly in SAM you do not need to worry about any discrepancies from within Symphony.


Please note that the NAICS codes in your Reps and Certs need to match the NAICS codes referenced in the solicitation for the corresponding pool submission. You must update this data in SAM directly before it will be reflected in Symphony.


Symphony updates SAM data after submission. 

  • When the evaluators select the proposal for evaluation, we will update the SAM record. Unfortunately, we have only so many times SAM allows us to access the data. As long as your SAM record is up to date, the evaluators will see the latest data in SAM. 
  • The link we provide to your Reps and Certs connects directly to SAM. 


3. Team Members

Team Members can be added and their business factors, documentation; which includes your team member agreements, can be entered here and then viewed or removed as needed.  This is useful for adding different team members to specific pool submissions. The steps to add team members are:

  1. Select +New Team Member
  2. Enter the Team Member's DUNS
  3. Lookup the Team Member
  4. Confirm the Team Member or Try Again
  5. Claim Business Factors
  6. Upload supporting documents
  7. Review the data
  8. Save and Complete


4. MRCL

MRCL's can be added and the type of relationship, as well as your MRCL agreements and other documents, can be entered here and then viewed or removed as needed.  This is useful for adding different MRCL's to specific pool submissions. 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 DUNS
  4. Lookup the MRCL
  5. Confirm the MRCL or Try Again
  6. Upload supporting documents
  7. Review the data
  8. Save and Complete


5. Projects and Past Performance

Projects & Past Performance can be added and then you can view, edit or delete projects as needed. A project is defined by its title, contract number, and type of vehicle. Once you have completed the core facts about the project, you will be asked pool-specific questions related to your past projects/performance during submission. 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
  4. Answer the Questions to Complete Your Project Details. 
  5. Use the File Reference field to direct the evaluators to the relevant project document.
  6. Use the Reference Keywords field to direct the evaluators to the relevant location of "tags" in those documents. Save and Continue or Go Back to Upload All Your Project Documents
  7. Review Your Project Experience
  8. Save and Complete


Please note, when identifying the Prime Contractor, you must add the Team Member or MRCL to your Company Assets so they will be available for reference.


In a submission, there are also Functional Factors that must be added to your project experience to justify how the project experience applies to the pool being applied for. 

  • This is an additional scoring element that you must certify before submitting your proposal for a pool. 
  • Make sure to begin or modify your submission factors to receive pool-specific points for your past experience. 
  • You will be able to 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.


6. Business Factors

Business Factors are additional assets you claim. These include Systems, Industry Certifications, Clearances, Human Resources information, Financial Documents, and Subcontracting Plans that are relevant to your company asset library. The 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


The Business Factors relevant to each pool will be located in your proposal submission. 


7. Documents

All files that you upload can be viewed in one location, organized by folders, kept organized in the Documents library. Please upload your disclaimer into the Submission Documents upload for each pool submission to attach it to each proposal.


How to Build a Proposal in Symphony for ASTRO


When the Solicitation is open to submissions, you will be able to Start your Submission for a desired pool or Continue your submission to complete your proposal in multiple sittings or review before submission. It is recommended you complete your Company profile before applying for a pool. 


For more information about the Live Score, select the button it is displayed on to review your Scorecard, what the point values are, and how many points you have. Hover over the text for the different sections and scoring details to see additional information.


Once submitted, the applicable pool will display the submission date and time, with the option to view details.


1. Proposal Overview

The Proposal Overview provides a summary of the information that you have entered in Symphony such as Team Members, MRCL’s, Project Experience, and other Business Factors that are relevant to the Pool. 

  • Links to the Document Library and your SAM data are also at the bottom of this page. 
  • SAM data is pulled directly from your public SAM record. If there is an issue with your data, update it at SAM, and then give 24-48 hours for the change to reflect in both databases.


Please note that the NAICS codes in your Reps and Certs need to match the NAICS codes referenced in the solicitation for the corresponding pool submission. You must update this data in SAM directly before it will be reflected in Symphony.


2. Proposal Contacts

Add your key personnel such as your Contract Manager and Program Manager. If it is not yourself, you will be able to select from your companies registered users in Symphony. You cannot assign positions to users not registered in Symphony.


3. Team Members

Team Members, their business factors, and documentation (which includes your team member agreements) can be entered and then viewed or removed as needed. This feature is useful for having different team members for different pool submissions. 

  • 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 delete a Team Member, verify the team member is not in any project experience or unsubmitted proposals. 


4. MRCL

MRCL's can be added and your documentation can be entered and then viewed or removed as needed. This feature is useful for having different MRCLs for different pool submissions and project experiences. 

  • 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. 
  • Please note MRCL's do not have the ability to claim business factors. MRCL's are considered part of the Prime. 


5. 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 Past Performance in My Company. 

  • A project is defined by its title, contract number, and type of vehicle. 
  • Project details and supporting documentation specific to that project will be displayed for information if you use the link.


In a submission, there are also Functional Factors that must be added to your project experience to justify how the project experience applies to the pool being applied for. This is an additional scoring element that you must certify before submitting your proposal. 

  • Make sure to begin or modify your submission factors to receive pool-specific points for your past experience. 
  • You will be able to 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.  


If you make changes to a project after using it in a submission, update and verify the changes in any unsubmitted proposals. You can withdraw a project from a submission pool that is recorded in your Company profile but not use it as a scoring element or add the project back to a submission to refresh any changes made to Project Experience. 


6. Business Factors

Business factors relevant to each pool will automatically be added to the scorecard provided for that pool. This can be Systems, Industry Certifications, Clearances, Human Resources data, Financial Documents, and Subcontracting Plans that are relevant to the pool. 


7. Submission Documents

This area contains the solicitation required form for you to upload (i.e. SF-33). Please upload your disclaimer into the Submission Documents upload for each pool submission to attach it to each proposal.


8. Document Library

The Document Library contains all files that you upload in Symphony, in one location, organized by folders, and accessible for viewing. 


How to Submit Your Proposal in Symphony for ASTRO


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


To submit a proposal, follow these steps

  1. Click on the available Solicitation to view all the pools.
  2. Choose the pool and click “Continue Submission”.
  3. Navigate to the Review Tab.
  4. Scroll to the bottom and click submit.


Review and Submit Your Proposal

Navigate to the Review Tab of the pool that you have created a submission for. 

  • You can compete in more than one pool, and Symphony will submit it as one proposal. 
  • If you have not started a submission for the desired pool, you will want to review the required elements of building a proposal so that you can verify the most accurate scorecard possible.


The review tab contains five elements. 

  • Symphony will display a warning banner if there are possible errors to correct before submitting your proposal(s). The messages are just a warning. However, be advised that warning messages are seen by evaluators. 
  • You can "Submit" the proposal if you are the SAM POC or Proposal Manager. There will be a receipt page where you can save a copy of the submission for your records. 
  • If you make modifications to your proposal after submission, resubmit.

 

1. Scoring Information

A live score has been displaying changes to the points as you have completed different parts of your proposal submission. A detailed scorecard, as it specifically relates to the submission pool, can be viewed by expanding the Scoring Information card. Make sure you have identified the scoring criteria for which you wish to claim credit in Symphony. This point value does not necessarily reflect your final score. 

 

2. Team Member Information 

If you have added any team member information to your pool submission, you can review the details of that information by expanding the card.


Please Note: No company may have more than one submission in any given Pool regardless of being a prime or teaming partner/subcontractor/joint venture member. Any company found submitting or being a part of more than one proposal in a given Pool will have ALL of those offers disqualified from consideration.



3. MRCL

If you have added any MRCL data to your pool submission, you can review the details of that information by expanding the MRCL card. If you are sharing resources from other entities by way of a Meaningful Relationship within a Corporate Structure, only one offer (e.g., proposal) from that Corporate Structure should be submitted. 


4. Project Experience Information

If you have added any Project Experience Information to your pool submission(s), you can verify the data by expanding the sections card. In a submission, a project is defined by its title, contract number, and type of vehicle.  

  • You cannot delete a project if it has been used in a submitted submission. 
  • If there is a document that you want the government to review, do not delete it. 
  • After the proposal deadline, only the government will have access to the Symphony system unless a clarification is requested. 
  • If you have submitted a pool offer but need to revise a project, and you are the POC or Proposal manager, edit the submission, make sure the project is updated and refreshed, and then submit your proposal again.


5. Documents

All your Documents that are needed to support your claims can be reviewed by expanding this card. The document library is organized by Team Members, MRCLs, Projects/Past Performance, Business Factors, and Submissions. These folders contain subfolders that may include your SF 33, Professional Employee Compensation Plan, Uncompensated Overtime Policy, Meaningful Relationship Commitment Letters (if applicable), and Joint Venture/Partnership agreements (if applicable), to be evaluated. 

  • Please upload your disclaimer into the Submission Documents upload for each pool submission to attach it to each proposal.
  • It is your responsibility to ensure all the requested proposal submission information is current, accurate, and complete. 


Need help? Contact us 


Users should be aware that the information on this website may not reflect the official positions of the Federal Government. The views and opinions expressed by agents of Apex Logic, Inc. are those of its employees and do not necessarily reflect those of the Federal Government or any of its officials. Guidelines and requirements provided by the Federal Government in the form of solicitations, amendments, modifications, or any other communications supersede any information provided by Apex Logic, Inc. If you have questions about this disclaimer, please contact us .

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