Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers/Buyers who want to notify Vendors of their solicitation. This QRG shows how to notify vendors of a solicitation and complete the required public notice process.

NOTE: For best results, use the Google Chrome browser to access eMMA.

If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

Step-by-Step Instructions

Notify Vendors of Solicitation

NOTE: This QRG assumes you have already added your Vendors to your sourcing project and completed the process of preparing your solicitation. If not, see the QRGs Add Vendors to a Sourcing Project in eMMA, and Prepare a Sourcing Project in eMMA.

  1. Access eMMA at https://emma.maryland.gov and log in with your credentials.

    NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials. 
  2. Click the Sourcing tab at the top of the screen and select Browse Sourcing Projects from the drop-down menu that opens. Search fields display above a list of sourcing projects of which you are a member.

    The Sourcing tab and the Browse Sourcing Projects option in the drop-down menu.
  3. Use the Search fields and filters to find the solicitation. Once you locate the desired solicitation, click the blue hyperlink in the Sourcing Project column to view its details.

  4. Click the Prepare Solicitation tab on the left-hand side-panel.

    NOTE: You may need to click through the sub-tabs in the middle of the screen under Selected Round to complete the solicitation. It is important to provide as much information as possible so that Vendors know what they need to bid. A red asterisk (*) indicates a required field. You cannot advertise or publish your solicitation until at least all of the required areas are completed.
     
  5. Click the Send button at the top of the Prepare Solicitation page. A new window opens with your selected vendors.
    The Send button.

  6. Click the Send & Close button at the top of the Solicitation window. This notifies the vendors you selected in the Vendor tab. Two prompts display. Click OK for both.
    The Send and Close button.

  7. Click the Notify Commodity Vendors button at the top of the Prepare Solicitation page. This sends a notice to all vendors with this solicitation’s specific commodity codes listed in their profiles. A prompt displays. Click OK.
    The Notify Commodity Vendors button.

  8. Click the Publish Notification button at the top of the Prepare Solicitation page. A prompt displays. Click OK.
    The Publish Notification button.

  9. The Workflow subtab in the Prepare Solicitation tab shows that your message has been sent to your vendors.

  10. Click the Save button at the top of the page.


Next Steps

Once your solicitation has closed, see the Buyer QRG - Analyze Vendor Responses for the next steps.