Manage Post-Submission Communications and Results
Purpose: This guide helps you monitor your proposal after the submission deadline, explains how to respond correctly to requests for clarification, and details the process for accessing final evaluation results, including debriefs.
Table of Contents
1. View Your Submitted Proposal
3. Submit Clarification Response (One-Time Response)
4. Participate in Exchanges (Ongoing Communication) [Alliant 3 Only]
5. View Final Results and Debriefs [Polaris Only]
Before You Start
Make sure you know the following essential facts before starting communications:
- Once the solicitation deadline is met, your proposal is locked, and no changes are allowed to the original submission.
- Only Authorized Users (Symphony Administrators and Open Market Proposal Managers) can submit responses to communication requests.
Warning: Changing assets in My Company will not change the content of the submitted proposal.
Steps
1. View Your Submitted Proposal
After the deadline, open Proposal Details to review the submission exactly as evaluators see it.
- Find the solicitation on your Dashboard and select the Submitted (view) link for the correct proposal.
- Use the Open Panels button to expand all sections and verify everything included with the proposal.
- Review the color-coded messages for status: Red messages are warnings for potentially non-compliant information; Orange messages are advisories for missing or supplemental information.
Note: Clarification documents do not appear in the Documents Library to maintain the integrity of the original offer.
Symphony Dashboard with the Submitted (View) link to open your finalized proposal.
Submission Details screen showing the color-coded messages.
2. Manage Mass Clarifications
The Program Office uses Mass Clarifications for both informational announcements and mandatory contract updates.
- When you receive a notification, find the submitted proposal and select the Clarifications tab.
- Review the Program Office inquiry.
- Mandatory Response: If the Mass Clarification requires a response, the notification will show Response Required.
- Informational: Mass Clarifications sent for transparency (e.g., general announcements) will show Response Not Required.
Clarifications tab with examples of Response Required and Response Not Required messages.
3. Submit Clarification Response (One-Time Response)
Clarifications requiring a response are formal, one-time requests for information from the Program Office during evaluation. See Understand Your Account Roles and Permissions to find out who can perform this task.
- Enter your clarifying information in the response space and upload supporting documentation.
- Submit Response before the clarification deadline. You cannot edit or recall your reply after submission.
Clarifications tab showing an inquiry and the area for the response narrative.
4. Participate in Exchanges (Ongoing Communication) [Alliant 3 Only]
This feature is only available for the Alliant 3 contract configuration. Exchanges are back-and-forth communication threads. They accept multiple responses and can be used to ask clarifying questions of the government.
- Find the submitted proposal and select the Exchanges tab from the left menu.
- Select the Exchange title to view and send messages to the requester.
- Documents can be uploaded on the Attachments tab. Finalize Attachments to lock the document(s).
Note: All business users (not just authorized managers) can respond to an exchange.
Exchanges screen showing the ongoing message thread and the Attachments tab.
5. View Final Results and Debriefs [Polaris Only]
This feature is only available for the Polaris contract configuration. Notifications are sent for award announcements. You must view the debrief file in the specific portal.
- If you receive an award announcement notification, sign in to the correct contract vehicle portal.
- Select the Submitted View link for the correct solicitation and proposal.
- Go to the Debrief tab and Download the Debrief Letter and Attachments.
Debrief tab where users download the Debrief Letter and attachments after award notification.
Troubleshooting
Issue | Fix |
You cannot respond to a Clarification request. | You must be an Administrator or Open Market Proposal Manager to respond. Reach out to a company administrator to assign you a role with the necessary permissions. |
You need to add more documents to a clarification after submitting your response. | You cannot edit or recall your response. Email the program office (as listed in the solicitation) to request a new clarification. |
Submitted documents were incorrect. | Changes in My Company do not appear in a submitted proposal. The submission is final after the deadline. You must follow the instructions in the fix above (email the program office). |
You need to withdraw your offer after submission. | You must contact the program office directly at the email address listed in the solicitation. |
Related Articles / Links
- Understand Your Account Roles and Permissions—Guide on role assignment
- Manage Your Awarded Contract—Guide on post-award contract management setup
- Submit a Ticket to the Symphony Help Desk—For technical issues
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