Introduction
When you submit an SBIR proposal to the U.S. Department of Transportation (DOT), knowing what happens next can be unclear—especially since the DOT uses its own submission and tracking systems. Whether you’re applying for a Phase I feasibility study or preparing to move into Phase II development, it’s important to understand how and where to monitor your application’s progress. This article walks you through the key portals, status labels, timelines, and communication steps that apply specifically to the DOT SBIR program. You’ll learn how to verify your submission, track your status, and know when (and how) to follow up.
Which Portals You Actually Need
Unlike other federal agencies, the U.S. DOT SBIR program does not rely on centralized platforms like DSIP or Grants.gov for Phase I submissions. Instead, it uses its own secure online system—typically managed through the Volpe Center’s ValidEval platform. This is where you’ll submit your proposal and, in some cases, check submission status.
You should also monitor SAM.gov for updates related to the solicitation. While you won’t submit your proposal there, SAM.gov may be updated to show changes in solicitation status, award announcements, or contract notices.
In some cases—such as certain research grants or if DOT instructs Phase II awardees otherwise—Grants.gov may be used. But unless your solicitation specifically directs you to Grants.gov, DOT SBIR tracking is handled through the DOT’s own portal.
DOT SBIR Phase I proposals are not submitted through Grants.gov or DSIP.
Always follow the specific instructions provided in the solicitation.
How to Track Your Application – Phase I
Once your Phase I proposal is submitted through the DOT’s secure portal, tracking your application involves a few key steps. First, make sure you receive a submission confirmation—either on-screen or via email. This confirmation typically includes a submission ID or timestamp. Save it. This is often the only immediate proof you’ll have that your proposal was received.
During the review period, which typically lasts up to 90 days after the solicitation closes, you won’t see live status updates in the submission system. It’s normal for your proposal to remain in a “Submitted” or static state until DOT is ready to notify applicants of the results.
The DOT doesn’t currently provide a public tracking dashboard. Instead, selected applicants will receive an email directly from the SBIR Program Office or a contracting official. If your proposal is selected, this message will outline next steps and may request additional documentation. If not selected, you’ll receive a formal notification as well.
To stay informed, you can also check the original solicitation on SAM.gov. Once the review period ends, the solicitation status may be updated to reflect award outcomes, and contract award details might be posted.
Save your confirmation email or screenshot immediately after submitting.
You may not receive additional updates until decisions are made.
Phase II – What to Expect If You Advance
If your Phase I proposal is selected, you’ll become eligible to apply for Phase II. The DOT will provide specific guidance on when and how to submit your Phase II proposal, often using the same secure submission portal from Phase I.
Unlike Phase I, where you’re competing to prove feasibility, Phase II is focused on continuing development and demonstrating a working prototype or solution. The submission process typically mirrors Phase I—confirmation of receipt, a waiting period without active status updates, and direct notification from DOT once a decision is made.
As with Phase I, the DOT does not use Grants.gov or a public-facing dashboard for live tracking. Instead, awardees are contacted directly. If your Phase II proposal is selected, expect to enter contract negotiations with DOT representatives. This step often includes finalizing milestones, deliverables, and budget details.
To ensure a smooth transition, keep all your contact information up to date and monitor the email used in your original proposal submission.
Fast-Track – Not Available from DOT
While some federal agencies offer a Fast-Track option that allows applicants to submit a combined Phase I and Phase II proposal, the U.S. DOT does not currently support this format. If you’re familiar with Fast-Track from NIH or NSF, it’s important to adjust your expectations for DOT: their SBIR process is strictly sequential.
You must first complete and be awarded a Phase I contract. Only then are you eligible to apply for Phase II, based on the technical merit and progress demonstrated during Phase I.
Understanding Status Updates and Notifications
DOT SBIR applicants often wonder what their application status actually means—especially since the submission portal may show little to no change during the review period. Here’s how to interpret what you receive and what you don’t.
If your proposal is selected, DOT will notify you directly by email. The message typically comes from the SBIR Program Office or a contracting officer and will include next steps, such as submitting additional forms or beginning contract negotiations.
If your proposal is not selected, you’ll also receive a formal notice by email. This message is usually brief but may provide an opportunity to request a debriefing. These debriefs are valuable for understanding how your proposal was evaluated and where improvements can be made.
In some cases, a proposal may be labeled as alternate or “selectable but not funded.” This means your application passed review but wasn’t initially funded due to budget limitations. DOT may hold these proposals in reserve in case additional funding becomes available.
Regardless of the outcome, the email you receive is your official notification. The DOT portal itself is not guaranteed to display real-time updates or final status labels.
Troubleshooting Submission or Tracking Issues
Even with a straightforward process, applicants can run into problems submitting or tracking their DOT SBIR proposals. Here’s how to address the most common issues.
No confirmation received?
Log back into the DOT submission portal and verify whether your proposal appears as submitted. If it doesn’t, check whether you missed a final “Submit” button or step. Still not showing? Reach out to the DOT SBIR Program Office using the contact information in the solicitation.
Submission error or system hang?
If the submission portal appeared to freeze or behave erratically during upload, check for an email receipt or saved draft. In most cases, you can attempt re-submission as long as the deadline hasn’t passed. Take screenshots and document your attempts in case you need to show proof later.
Wrong email listed on your submission?
This can delay or prevent your notification. If you realize the mistake early, contact the DOT SBIR office with your proposal details to request a correction.
Final Tips and Best Practices
To stay organized and avoid unnecessary delays, there are a few key habits that can make a big difference when tracking your DOT SBIR application:
- Save your confirmation documents. Immediately after submitting, save the confirmation email, submission ID, and a screenshot of the final submission screen. This will be your primary proof until award decisions are announced.
- Track important dates. DOT typically notifies applicants of Phase I decisions within about 90 days of the solicitation closing date. Mark that timeframe on your calendar and set a reminder to check for updates.
- Check your email (and spam folder). All DOT notifications—including selections, declines, and debriefing invitations—arrive via email. Be sure the email address listed in your proposal is actively monitored.
- Follow the solicitation in SAM.gov. This allows you to receive updates if the DOT posts award notices or amendments. Use the “Follow” button on the solicitation page to get email alerts.
- Keep your contact info current. If your business changes addresses, phone numbers, or key personnel after submission, notify the DOT SBIR Program Office promptly.
By planning ahead and keeping records organized, you’ll be better positioned to stay informed—and to respond quickly when your application status changes.