Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers and Buyers who need to create a Modification (Mod), exercise an Option simultaneously for a published Contract in the eMaryland Marketplace Advantage (eMMA).  It also shows you how to terminate a contract in eMMA. These instructions show how to:

This QRG assumes that the contract is already published in eMMA and the Procurement Officer/Buyer understands how to create an Amendment.

IMPORTANT!! Only the Procurement Officer and Responsible party assigned to the contract can create an amendment in eMMA.

NOTE: Procurement officers and contract monitors should seek guidance from the AAG when deciding if proposed work may be accomplished through a contract modification or requires a new contract action.

See BPW Advisory 1995-1 Contract Modifications for additional information. http://www.bpw.state.md.us/Pages/adv-1995-1.aspx

 
NOTE: Your Master or Individual contract must have options already in place to successfully complete these processes.

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

Create Mod and Exercise Option Simultaneously for Master Contract (with or without Secondary Competition)

This process shows how to create a Mod and Exercise Option Simultaneously for Master contracts, with or without Secondary Competition.

  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 Contracts tab at the top of the screen and select Browse Contracts from the drop-down menu that opens. A list of contracts displays.
    The Contracts tab and the Browse Contracts option from the drop-down menu.

  3. Use the Search fields and filters to find the desired contract in the list displayed and click the Edit (pencil) icon to the left of the Control ID column header to view the contract.

    NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.

    The Edit or pencil icon for a contract.

  4. Click the Header tab on the left-hand side-panel to view the contract information.
  5. Click the Other Actions button at the top of the page and select Create Amendment from the drop-down menu that opens.
    The Other Actions button and the Create Amendment option in the drop-down menu.

  6. A prompt displays. Click the OK button to proceed.

    NOTE: If this is the first Amendment for this contract, the amended contract number displays with “- 1” added to the original Contract ID number, and “Amendment #1” added to the original Contract Title at the top of the page. Future Amendments will increase in number accordingly.
    The Contract number with a -1 and the name of the contract with a #1 and the Contract Title field.

  7. Click the Amendment Type field in the Contract Header section and select Mods & Options Processed Simultaneously option from the drop-down menu that opens. The Amendment Type field and the Mods & Options Processed Simultaneously option in the drop-down menu.

  8. Click the Legal Approval Needed?, Procurement Leadership Approval Needed?, and/or Agency Head Approval? Fields and select the appropriate option from the drop-down menus.               

    NOTE: These fields can be changed, as needed.

    The Legal Approval Needed, Procurement Leadership Approval, and Agency Head Approval fields.

  9. Scroll down to the Contract Scope section, click the Statewide Contract field and select the Yes or No option from the drop-down menu.
    The Statewide Contract field and drop-down menu.

  10. Click the Save button at the top of the page.
  11. Click the Link (chain) icon next to Linked Business Request. A Business Request window opens.


    NOTE: A linked Business Request is required for all Master Contract types.
    The link (chain) icon.

  12. In the Business Request window, enter the Revised Amount of the program (Original Amount + Mod Amount + Options Amount) in the Revised Amount field.

    IMPORTANT!! Only the Responsible Team Member on the Business Request Team in eMMA can change the Revised Amount.

    The Revised Amount field.

  13. Click the Save & Close button at the top of the business request window to continue.
  14. Click the Negotiated Terms tab on the contract window on the left-hand side-panel.

    NOTE: The Revised Business Request Amount field has been updated with the value entered in Step #12.

  15. Enter the Mod Amount and Options Amount in their respective fields.The Negotiated Terms tab and the Mod Amount and Options Amount fields.

  16. Edit the existing value in the Total Remaining Options Amount field. This can be done by deducting the value entered in the Options Amount field in Step #15.

    EXAMPLE: If the Total Remaining Options Amount displays as $100,000 and you exercised an Options Amount of $80,000 in Step #15, you would edit the Total Options Amount value by reducing it to $20,000.
    The Total Remaining Options Amount field.

  17. Click the green Calculate button. This will automatically update the Calculated Mod/Option Amount (Master) (mod amount + options amount) and Estimated Contract Total (Including Options) (revised business request amount + total remaining options amount) fields. The Calculated Mot/Option Amount (Master) and the Estimated Master Contract Total (Including Options) fields and the Calculate button.

  18. Click the Save button at the top of the screen.
  19. (Optional) If you need to attach any required documentation, click the Documents tab on the left-hand side-panel and click the +Add Document button above the list of existing documentation.

    NOTE: You cannot upload documents larger than 300,000 KB.

    The Documents tab and the Add Document button.

  20. Select the document type from the drop-down menu that opens. A Document window opens.
    The Add document button and the drop-down menu options.

  21. In the Document window, enter the information required in the fields provided, upload the new document, and click the Save & Close button at the top of the Document window. Your document now displays in the list on the Document webpage for this contract.
    The Save & Close button.

  22. Click the green Launch Workflow button to initiate the review and approval process.The Launch Workflow button.

Once the Amendment is created and the workflow is launched, eMMA will direct the contract for approvals based on the mod amount and option amount of the amendment and the established logic built into the tool.


Create Mod and Exercise Option Simultaneously for Individual or Secondary Level Contract

This process shows how to create a Mod and exercise Option simultaneously for an individual or a Secondary level contract.

  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. 
  1. Click the Contracts tab at the top of the screen and select Browse Contracts from the drop-down menu that opens. A list of contracts displays.
    The Contracts tab and the Browse Contracts option in the drop-down menu.

  2. Use the Search fields and filters to find the desired contract in the list displayed and click the Edit (pencil) icon to the left of the Contract ID to view the contract.

    NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.
    The Edit or pencil icon for a contract.

  3. Click the Header tab on the left-hand side-panel to view the contract information.
  4. Click Other Actions and select Create Amendment from the drop-down menu that opens.
    The Header tab and the Other Actions button and the Create Amendment option in the drop-down menu.
  5. A prompt displays. Click the OK button to proceed.

    NOTE: If this is the first Amendment for this contract, the amended contract displays with “-1” added to the original Contract ID, and “Amendment #1” added to the original Contract Title. Future Amendments will increase in number accordingly.
    The Contract Title and Contract ID fields and the name of the contract at the top.

  6. Click the Amendment Type field in the Contract Header section and select the Mods & Options Processed Simultaneously option from the drop-down menu that opens.
    The Amendment Type field and the Mods & Options Processed Simultaneously option in the drop-down menu.

  7. Make any changes needed to the Legal Approval Needed?, Procurement Leadership Approval Needed?, and/or Agency Head Approval? fields.   

    NOTE: These fields can be changed, as needed.
                    
    The Legal Approval Needed, Procurement Leadership Approval, and Agency Head Approval field.

  8. Scroll down to the Contract Scope section, click the Statewide Contract field and select the Yes or No option from the drop-down menu.
    The Statewide Contract field and the drop-down menu.

  9. Click the Negotiated Terms tab on the contract window on the left-hand side-panel. Enter the Mod Amount and the Options Amount in the respective fields.
    The Negotiated Terms tab and the Mod Amount and Options Amount fields.

  10. Edit the value in the Total Remaining Options Amount field by deducting the value entered in the Options Amount field in Step #10.

    EXAMPLE: If the Total Remaining Options Amount displays as $500,000 and you exercised an Options Amount of $300,000 in Step #10, you would edit the Total Options Amount value by reducing it to $200,000.
    The Total Remaining Options Amount field.

  11. Edit the value in the Contract (Not-to-Exceed) Amount field by entering the sum of the original Contract (Not-to-Exceed) Amount, the Mod Amount, and the Options Amount.

    EXAMPLE: If the original Contract (Not-to-Exceed) Amount = $1,000,000, the Mod Amount = $60,000, and the Options Amount = $300,000, you would edit the Contract (Not-to-Exceed) Amount field to display $1,360,000.

    The Contract (Not-to-Exceed) Amount field.

  12. Click the green Calculate button in the middle of the form. This will automatically update the Total Calculated Mod+Option Amount (Mod Amount + Options Amount) and Estimated Contract Total (Including Options) (Contract Not-to-Exceed Amount + Total Remaining Options Amount) fields.The Calculate button.

  13. (Optional) If you need to attach any required documentation, click the Documents tab on the left-hand side-panel and click the +Add Document button above the list of existing documentation.

    NOTE: You cannot upload documents larger than 300,000 KB.
    The Documents tab and the Add Document button.

  14. Select the document type from the drop-down menu that opens. A Document window opens.
    The document type options in the Add Document drop-down menu.

  15. In the Document window, enter the information required in the fields provided, upload the new document, and click the Save & Close button at the top of the Document window.
    The Save & Close button.

  16. Click the green Launch Workflow button to initiate review and approval process. The Launch Workflow button.

  17. Click the red DocuSign button at the top of the Workflow page to use the DocuSign service. The Signature Type point in the process turns red after you click it. The Vendor listed will receive an email from DocuSign with the contract attached and guidance as to where to sign.
    The DocuSign button.

  18. Click the green Manual button at the top of the Workflow page to obtain a signature manually. The Signature Type point turns green after you click it.
    The Manual button.

  19. Click Save at the top of the Workflow page and continue as needed through the workflow.The Save button.

Once the Amendment is created and the workflow is launched, eMMA will direct the contract for approvals based on the mod amount and option amount of the amendment and the established logic built into the tool.



Terminate a Contract in eMMA

This process shows how to terminate an established contract in eMMA.

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border null indicates a required field, while yellow callouts with a black border null indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

NOTE: Additional fields may display depending on your selections.

  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 Contracts tab at the top of the screen and select Browse Contracts from the drop-down menu that opens. A list of contracts displays.
    The Contracts tab and the Browse Contracts option in the drop-down menu.

  3. Use the Search fields and filters to find the desired contract in the list displayed and click the Edit (pencil) icon to the left of the Control ID column header to view the contract.

    NOTE: You can also click the blue links in the Contract ID, or Contract Title columns.

    The Edit or pencil icon for a contract.

  4. Click the Header tab on the left-hand side-panel to view the contract information.
  5. Click the Other Actions button at the top of the page and select Create Amendment from the drop-down menu that opens.
    The Other Actions button and the Create Amendment option in the drop-down menu.

  6. A prompt displays. Click the OK button to proceed.

    NOTE: If this is the first Amendment for this contract, the amended contract number displays with “- 1” added to the original Contract ID number, and “Amendment #1” added to the original Contract Title at the top of the page.
    The Contract number with a -1 and the contract name with a #1 and the Contract Title field.

  7. Click the Amendment Type field in the Contract Header section and select the Terminate Contract option from the drop-down menu that opens. A pop-up window displays. Click the OK button in the pop-up window. The webpage refreshes.The Amendment Type field and the Terminate Contract option in the drop-down menu.

  8. Enter required information in the empty approval fields. A red asterisk (*) indicates a required field.
    A diagram of the Procurement Leadership Approval and Agency Head Approval fields.
    1. Procurement Leadership Approval?*: Does this contract termination need Procurement Leadership Approval? Click the field to open the drop-down menu and select Yes or No.
    2. Agency Head Approval?*: Does this Contract termination need Agency Head Approval? Click the field to open the drop-down menu and select Yes or No.
  9. Enter required information concerning the termination in the Termination section on the right-hand side of the screen. You may need to scroll horizontally to see this section.
    Graphical user interface, application Description automatically generated
    1. Termination Date*: Click this field and select a date for the contract to terminate from the calendar that displays.
    2. Termination Comments*: Enter comments about the contract termination in this field.
  10. Click the Save button at the top of the web page. The contract page will refresh and will show as Expired.The (Expired) at the end of a terminated Amendment.

Your Contract in eMMA is now terminated.