Overview

Amendments are used in procurement to modify existing solicitations and contracts. This Quick Reference Guide (QRG) is designed to help you, the Buyer, understand how to create an Amendment for a published sourcing project in eMMA.

If you need to change a solicitation that has been sent to the Vendors but not been Published, see the Create a Round QRG (coming soon).

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

If you need help at any time, email the eMMA Help Desk at emma.helpdesk@maryland.gov .

Prerequisites:

You will need:

An Amendment document explaining any changes made to the solicitation.
 

Step-by-Step Instructions

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.
   
   
   
3. Use the Search fields and filters to find the solicitation and click the Edit (pencil) icon to the left to view the project.
   
   
   
4. Click the Prepare Solicitation tab in the left-hand side-panel.
   
   
5. Click the Other Actions button on the top right side of the page and select Create a new round from the drop-down menu that opens. The Round/Lot copy window opens.
   
   
   
6. Click the Create button to pull all the information from your solicitation into the new round.
   
   
   
7. A confirmation prompt opens asking you to confirm that you want to create a new round. Click the Continue button on the prompt to proceed. A new round is created as Draft in the Status field, and an attention message displays information about adding Amendment type documentation.
   
   
   
8. Update the solicitation as needed (e.g. change due date in Setup sub-tab) and click the Save button at the top of the page.
   
   
9. On the Prepare Solicitation page, click the Attachments subtab and click the Create a Document button. The Content editor pop-up window opens.
   
   
   
10. Click the Amendment link under Select a document type in the Content Editor window. The Amendment pop-up window opens.
    
    
    
11. Enter all required information in the fields. Fields marked with a red asterisk (*) indicate required fields.
12. Make sure you click the Status field and select Approved from the drop-down menu. This step is important because you cannot send the Amendment notification to Vendors unless the Status is Approved.
    
    NOTE: Changing the Status from “Draft” to “Approved” makes it visible to others, or Open.
    
    NOTE: The file size for uploaded documents must be less than 300,000 KB.
    
    
    
    
13. Click the Click or Drag to add files button to add files from your computer. You can also drag files to the button to upload them. Repeat this step as many times as needed. Your added document(s) display below this button.
    
    
    
14. Click the Save & Close button at the top of the Amendment window.
15. Click the Save button at the top of the page.
    
    
    
16. Click the Invited Vendors subtab.
    
    
    
17. (Optional) Scroll down to the bottom of the Invited Vendors page and click the gear icon in the right-hand corner. A menu opens.
    1. Enter “150” in the Grid page size field and click the yellow checkmark to the right of the field. This expands your page results to the maximum amount viewable at once.
       
       
       
18. Click the checkbox at the very top of the Vendor’s list on the left-hand side. This selects all vendors listed on the page.
    
    
    
19. Scroll down to the bottom of the Vendors list and click the next page in succession. A list of unselected Vendors displays.
    
    
    
20. Repeat Steps 18 and 19 until the Vendors on all pages are selected.
    
    
21. Click the Save button at the top of the page.
    
    
22. Click the green Send button along the top of the page to send the new amendment immediately. A pop-up window opens and lists all added Vendors selected in the Invited Vendors sub-tab. Scroll to the bottom to see an example of the email notification that is sent to Vendors and adjust if necessary.
    
    
    
23. At the top of the window, click all the checkboxes for Solicitation Attachments, and Excel Pricing Response Form (2) to add required Amendment documents to the notification sent out to Vendors. Below that, make sure the checkbox is selected above the Company Name link to ensure all Vendors get the notification.
     
24. Click the Send and close button in the pop-up window. Three prompts display asking for confirmation to notify Vendors and open the Amendment. Click OK in each. This sets up the notification to Vendors regarding the Amendment and changes the Amendment status from Draft to Open.
    
    
25. Click the Save button at the top of the page.
    
    
    
26. Click the Notify Commodity Vendors button at the top of the page. Click OK at the prompt.
    
    
27. Click the Publish Notification button and click OK at the prompt.
    

Your new amendment for your solicitation is now open. The previous amendment is now closed. The amended solicitation will show in eMMA.

 The system generates a number for the amendment and will be the original solicitation (BPM) # followed by a "-1, -2, -3" etc. (depending on the number of times the solicitation has been changed).