Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers/Buyers who want to use eMMA to create an Invitation for Bids (IFB) solicitation project.

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

This QRG includes the following sections:


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 an IFB Sourcing Project

 

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 Sourcing tab at the top of the screen and select Create Project from the drop-down menu that opens.
    The Sourcing tab and the Create Project option in the drop-down menu.

  3. Enter information in the General Information section of the form. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail.

    NOTE: Additional fields may display depending on your selections.

    The fields for the General Information section.
    1. Alternate ID: This field is an additional identifier. If you have a Financial Management Information System (FMIS) number, external project number or an internal contract number, enter it here. If not, then skip this field. 
    2. Project Type (*): Click this field to open the drop-down menu and select the IFB: Invitation for Bid (LP) project type. 
    3. Project Start Date (*): Click this field to select a date on which to start the project.  If no date is selected, eMMA will default to today’s date as the Project Start Date.
    4. Project Title (*): Enter a title for your IFB in this field. 
    5. Project End Date: Click this field if you know the date your project will end. 
    6. Main Category (*): Click this field to open the drop-down menu and select one main category for your project or click See All at the bottom of the menu.

      NOTE: Clicking See All opens a window in which all categories are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus A plus sign in a white box. and minus A minus sign in a little black box. icons to the left of the category groups to expand and collapse them. Select a category from this list. The category populates in the field.
    1. Other Commodities: Click this field to open the drop-down menu and select one or more additional categories for your project or click See All at the bottom of the menu. Selecting more commodities means you will get a broader scope of responses from vendors who can meet your project’s needs.

      NOTE: Clicking See All opens a window in which all commodities are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus A plus sign in a white box. and minus A minus sign in a little black box. icons to the left of the commodity groups to expand and collapse them. It is imperative that you select as many and as detailed commodities as applies to your project. This ensures vendors from a wide range of commodities can find and bid on your solicitation. Select one or more commodity(ies) from this list and close the window. The commodity(ies) populates in the field.
    2. Issuing Agency/Sub-Agency/Site (*): Click this field to open the drop-down menu and select appropriate Issuing Agency/Sub-Agency/Site for this project or click the See All option at the bottom of the menu.

      NOTE: When the See All option is clicked, the Select Organizations window pops up. Before entering any keyword, uncheck the Limit to my scope checkbox.

      NOTE: Clicking See All opens a window in which all Agencies are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus A plus sign in a white box. and minus A minus sign in a little black box. icons to the left of the agency groups to expand and collapse them. Select an agency from this list. The selected agency populates in the field.

    3. Other Organizations: Click this field to open the drop-down menu and select one or more additional organizations related to your project or click the See All option at the bottom of the menu.

      NOTE: Clicking See All opens a window in which all organizations in your agency are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus A plus sign in a white box. and minus A minus sign in a little black box. icons to the left of the organizational groups to expand and collapse them. Select one or more organization(s) from this list and close the window. The organization(s) auto-populates in the field.
    4. MITDP Award? (checkbox): Click this checkbox only if you have a Major IT Development Project Award.
    5. Procurement Officer/Buyer (*): This field auto-populates with your information. If this information is incorrect or needs to be changed, click this field to open the drop-down menu and select an option from the list. Click See All at the bottom of the menu to search through a list of all Procurement Officers/Buyers.

      NOTE: Clicking See All opens a window in which all Procurement Officers are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Select a name from this list. The name of the selected Procurement Officer/Buyer auto-populates in the field.

    6. Linked Business Requests: If you need to link a Business Request to your new sourcing project, click this field to open the drop-down menu and select the See All option. Use the search fields to search for your Business Request and click the checkbox to the left of the request to select it. The Business Request populates in this field.
  1. Enter information in the Additional Information section. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail below.

    NOTE: Additional fields may display depending on your selections.

    The fields for the Additional Information section.
    1. Federal Funding? (*): Does your project have federal funding? Click this field and select Yes or No.
    2. SBR Designation (*): Does your project have a Small Business Reserve (SBR) designation? Click this field and select Yes or No.
    3. Project Estimate: If you have an estimate of your project cost, enter it in this field. 
    4. Project Cost Class: Click this field and select a cost class for your project. 
    5. MBE Goal? (*): Does your project have a Minority-Owned Business Enterprise (MBE) goal? Click this field and select Yes or No. 
      1. If you select Yes, two more fields display. 
        1. MBE Participation (%): Enter the percentage for your MBE goal in this field.
        2. MBE Sub-Goal?: Does your project have MBE sub-goals? Click this field and select Yes or No.
          1. If you selected Yes, five new fields display. Enter the appropriate percentages in the respective fields as they apply to your project:The MBE sub fields.
            1. Native American MBE Participation (%)
            2. African American MBE Participation (%)
            3. Asian American MBE Participation (%)
            4. Hispanic American MBE Participation (%)
            5. Women-Owned MBE Participation (%)
    1. VSBE Goal? (*): Does your project have a Veteran-Owned Small Business Enterprise (VSBE) goal? Click this field and select Yes or No. 
      1. If you select Yes, one more field displays. 
        1. VSBE Percentage (%); Enter the percentage for your VSBE goal in this field.
    2. Grant Funding? (*): Does your project have grant funding? Click this field and select Yes or No.
      1. If you select Yes, one more field displays. 
        1. Grant Funding Amount ($) (*): Enter the dollar amount for your grant funding. 
  1. Enter information in the Apparent Awardee Approver Criteria section. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail below.

    The Apparent Awardee Approval Criteria
    1. Fiscal Officer Approval? (*): Does your project need approval by a Fiscal Officer? Click this field and select Yes or No.
    2. Legal Approval? (*): Does your project need Legal approval? Click this field and select Yes or No.
    3. Agency Head Approval? (*): Does your project need Agency Head approval? Click this field and select Yes or No.
    4. Procurement Leadership Approval? (*): Does your project need Procurement Leader approval? Click this field and select Yes or No.
  2. Click the Save button at the top of the page.

    The Save button.

Create a Team for your IFB Sourcing Project

This process continues from the last step in the previous process. It shows how to add Team members to your sourcing project.

  1. Click the Teams tab on the left-hand side-panel. Click Select user(s) to open the drop-down menu, which displays a partial list of users in eMMA. Click one or more names on the list or click See All at the bottom of the menu to display the Browse Users window.

    The Team tab and the Select users field.

  2. In the Browse Users window, click the checkbox to the left of a team member you want to add. Repeat this step for each user on your Team and close the Browse Users window. The selected team members display on the Team page.

    NOTE: Team members can have more than one profile in eMMA. You can click on the team member’s name to view information about their eMMA profile.

    Checkboxes selected for team members in eMMA.

  3. (Optional) To remove a user, click the X to the left of the user’s name.
    The X to remove a user on the Team page to the left of the user's name.

  4. Click the field to the right of a user’s email address, in the Profile(s) column, to open a drop-down menu.
    The field in the Profiles column.

  5. Select a profile role for the user from the drop-down menu. By default, each user is assigned a role. Added users are assigned the SME (Sourcing Project) role, while the Procurement Officer is designated the Responsible (Sourcing Project) role by default. Profile roles and permissions are further defined below.

    NOTE: You can assign multiple roles but only one Responsible profile role for the Team.

    The drop-down menu for the field in the Profile's column.
    Profile roles are defined as:
    1. Responsible (Sourcing Project): 
      1. This role is by default assigned to the Procurement Officer, but you can change it.
      2. This is the Owner of the Sourcing Project. 
      3. They have read, view, and edit access to the project. 
      4. All Vendor communications come to the person with this role. 
      5. You can only assign one user the Responsible role per project. However, you must have at least one Responsible role assigned.  
    2. Contributor (Sourcing Project): 
      1. They have view access to the project and response activity.
      2. They can edit information on the Project Information, Team, Schedule, and Documents tabs
    3. SME (Sourcing Project): 
      1. The Subject Matter Expert (SME) and default role assigned when you add a team member. 
      2. This member can be assigned tasks in eMMA. 
      3. They can receive email notifications (Forum messages).
      4. They can respond to Requirements Gathering questions or Evaluate/Score when assigned the task.
  6. (Optional) To remove a profile role, click the X to the right of the role.

    NOTE: If you remove the user’s only role, it resets to the SME (Sourcing Project) role by default.
    The X to remove a profile role.

  7. When you’ve completed adding your team members and assigning profiles, click the Save button at the top of the page.

    NOTE: You must remember to click the Save button. If you don’t, you will lose your progress on this tab.

    The Save button.

Add Documents

This process continues from the last step in the previous process. It shows how to add documents to your sourcing project.

NOTE: You can only add documents to sourcing projects of which you are the owner, and only your sourcing project Team members can view them. Documents stored here can be copied to the solicitation. Only documents sent to Vendors with the initial solicitation in the Attachments subtab of the Prepare Solicitation page will be visible to Vendors.

NOTE: You cannot edit documents directly in eMMA, but you can upload new files.

NOTE:  The uploaded document or file size must not exceed 307,200 KB.

  1. Click the Documents tab in the left-hand side-panel to display the Documents page. Existing documents, if any, display in the Sourcing Project Documents pane.
  2. Click the Create Document button in the Sourcing Project Documents pane. The Sourcing Project Documents pop-up window displays.
    The Create Document button.

  3. Enter information in the form fields. A red asterisk (*) indicates a required field.

    NOTE: Documents added here are not visible to vendors. To add attachments that are visible to vendors, use the attachments sub-tab of the Prepare Solicitation page (see Steps 41 – 44).
    A diagram of the fields in the Sourcing Project Documents window.
    1. Title (*): Enter a title for the document. 
    2. Version (*): Enter a numeric value for the version of the document. The application will suggest the next version increment for each new revision.
    3. Summary: Enter a brief summary describing the document. Once you click this field, text editing options appear above it.
    4. Status: This field indicates the current status of the document. You don’t need to do anything here.
    5. Click or Drag to add files (*): Click this button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.

      NOTE: The uploaded document or file size must not exceed 307,200 KB.

      NOTE: You cannot edit documents directly in eMMA, but you can upload new files.
       
    6. Sourcing Project: This field indicates the sourcing project associated with this document. Nothing needs to be done here. 
  4. You have three options to move forward.
    A diagram of the options for a document.
    1. Save as draft: Click this button to save the document as a draft. The Sourcing Project Documents window now shows the document listed (in the Information pane), tracking info of the document (at the bottom), and a Delete button (at the top) to remove the draft.

      NOTE: Other users cannot see documents in Draft status. Changing the Status to Approved makes it visible to others (see Step 17c).
    2. Save & Close: Click this button to save the document as it is shown and to close the Sourcing Project Documents window. 
    3. Publish: Click this button to publish or “Approve” the document and make it visible to others. The Sourcing Project Documents window now shows the document status as “Approved,” a New Draft button to create a new draft of the document (at the top), a Delete button to remove the document (at the top), and tracking information (at the bottom).

      The Sourcing Project Documents window with a saved document, the New Draft button and the Delete button.

  5. If you chose options a (Save as Draft) or c (Publish) in the previous step, click the Save & Close button at the top of the window. If you chose option b (Save & Close) in the previous step, skip to Step 19.

  6. Click the Save button at the top of the Documents page. Your document is listed on the Documents page along with version info, who created the document, the creation date, and the date last modified. Remember to click the Save button after making any updates or changes to your document.

    Click the Edit (pencil) icon to the left of the document Title to edit the document (upload a new version).

    NOTE: Once you add a document, you cannot edit a document directly in eMMA, but you can upload new versions.

    Click the Delete (trashcan) icon to the left of the Title to delete the document.

    The Delete or trashcan icon and the Edit or pencil icon. for a document.

Select Vendors

This process continues from the last step in the previous process. It shows how to add vendors to your IFB sourcing project based on identified criteria and requirements.

NOTE: For solicitations requiring a longer period of time, you may need to refresh the list of vendors receiving notifications to capture newly registered vendors for a specific category code.

  1. Click the Vendors tab in the left-hand side-panel.
    The Vendors tab on the left-hand side-panel.

  2. Click the ellipsis (three dots) button in the Consulted Vendors section. The Browse Vendors pop-up window opens and displays a list of Vendors based on the sourcing project’s main commodity.
    The ellipsis or three dots button.

  3. (Optional) If you have a specific Vendor in mind that may not be on the commodity list but can provide the required service, enter their name in the Keywords field, delete the Commodity Code from the Commodity field and click the Search button. 
    1. Select the checkbox to the left of the Vendor and close the Browse Vendors window. That Vendor displays on the Vendors page.
    2. Click the ellipsis (three dots) icon to continue to Step 23.
  4. Click the Commodity field to open a drop-down list and click the See All option at the bottom. This list lets you add more commodities relevant to your sourcing project to get a broad selection of vendors. You can add one commodity or more in this field.
    The Commodity field and the See All option in the drop-down menu.

  5. (Optional) Enter a term into the Keywords field above the full list of commodities and click the Search button to see highlighted results. 
  6. The Select Commodities window opens with a full list of commodities. Use the plus A plus icon in a white box. and minus A minus icon in a black box. icons to the left of the commodity groups to expand and collapse them. Select the checkboxes to the left of the commodity(ies) you want to add and close the window.

    NOTE: Selecting a commodity level next to a plus icon or minus icon only provides vendors that are registered for that exact commodity, and NOT any sub commodities below that level.

    The selected commodities display in the Filters section of the window, below the search fields and above the list of vendors.A selected commodity in the See All window.

  7. Click the Search button at the top of the Browse Vendors window. A list of Vendors displays relevant to the commodities you selected.
    The Search button.

  8. Select the topmost checkbox to the left of the column headers to select all vendors on that page in the commodity.
    The checkbox to select all vendors listed.

  9. Scroll down to the bottom of the Vendors list and click the next page in succession. A list of unselected Vendors displays.
    The page numbers at the bottom of the list of vendors.

    IMPORTANT: Repeat Steps 27 and 28 until the Vendors on all pages are selected.

  10. Close the Browse Vendors window. The Vendors are listed in the Consulted Vendors section.
  11. Click the Save button at the top of the page.

    IMPORTANT: You must make sure you click the Save button or you will lose your progress to this point.

    The Save button.

Prepare Solicitation - Setup

This process continues from the last step in the previous process. It shows how to set up your solicitation for your IFB.

  1. Click the Prepare Solicitation tab on the left-hand side-panel. The Setup subtab displays a form. 
  2. Enter information in the fields on the left side of the form. A red asterisk (*) indicates a required field.

    NOTE: Depending on your selections in the fields, more fields may display.

    A diagram of the Setup subtab fields.
    1. The Status, Round #, and Lot # fields are system-generated. You do not need to do anything in these fields. 
    2. Solicitation Title (*): The title of your solicitation auto-populates here.
    3. Template (checkbox): Select this checkbox if you want to make a template from this solicitation to use in the future.
    4. Solicitation Type (*): Click this field and select the type of solicitation from the drop-down menu that opens: IFB: Invitation for Bid or IFB: Invitation for Bid (w/ Min Quals). 
    5. Summary: Enter a brief introduction and summary for your solicitation.
    6. Additional Information & Instructions: Enter any additional information and instructions in this field. 
    7. Alternate Link: Enter the link to the bid board on which this solicitation is posted, if applicable, e.g., BidExpress.
    8. Pre-Bid/Proposal Conference? (checkbox): Click this checkbox if you intend to have a Pre-Bid/Proposal conference for this solicitation. If you selected this checkbox, new mandatory fields display.
      The Pre-Bid/Proposal Conference fields.
      1. Pre-Bid Conference Date (*): Click this field and select the date of your pre-bid conference. 
      2. Pre-Bid Conference Details (*): Enter the details of your pre-bid conference, like when, where, how to register, what Vendors need, etc.
  3. Enter information in the fields for the Response Dates and Public Visibility sections on the right side of the form. A red asterisk (*) indicates a required field.A diagram of the Response Dates and Public Visibility Dates fields.
    1. Publish Date: This field auto-populates when you post the solicitation, later in these instructions. 
    2. Auto opening (checkbox): Select this checkbox If you want to have your bids automatically opened upon the closing date. This means the bid tabulation will populate immediately after the closing of the solicitation and the results will be public.
       Leave this checkbox deselected if you want to manually open responses when the solicitation closes. 
    3. Due/Close Date (*): Click this field and select the date that vendors can no longer submit responses.
    4. Auto closure (checkbox): The option to close the solicitation on the due date is selected by default and cannot be changed. You do not need to do anything here. 
    5. Due/Close Date (EST): This field populates after you click Save. You do not need to do anything here.  
    6. No end date: Do you prefer to have an open-end date? Click this field and select Yes from the drop-down menu. No is the default selection. 
    7. Public Portal Publish Date: Click this field and select the date that you want to publish your solicitation in the public portal. Leave this field blank if you want to publish immediately.
    8. Public Portal Archive Date: Click this field and select the date that you want to unpublish your solicitation in the public portal.
  4. Click the arrow to the left of the Advancedoptions section below the Response Dates and Public Visibility.

    NOTE: Some checkboxes are selected by default and some cannot be changed because of the nature of your project type.
     
  5. Review and make selections necessary to your project.  Options include: Solicitation Visible to Public, Sealed Responses, Vendors must Acknowledge & Identify intent to Respond, and Bid Holders List Visible to Public. If the option for Bid Holders List Visible to Public is not selected, then you must click the checkbox to the left of it to select it.

    The Advanced Options section.

  6. Click the Save button at the top of the Prepare Solicitation page.
    The Save button.

Prepare Solicitation - Pricing

This process continues from the last step in the previous process. It shows how to set pricing for your IFB solicitation.

  1. Click the Pricing subtab in the Prepare Solicitation page.
    The Prepare Solicitation tab and the Pricing subtab.

  2. Enter information in the form fields to create a line item within the pricing grid for each item for bid. A red asterisk (*) indicates a required field. A (V) to the right of the heading indicates values that are visible by vendors and the public, if you opted to make this a public solicitation.
    A diagram of the fields for a pricing line item.
    1. Item Code (V) (*): This item code auto-populates. You do not need to do anything here. 
    2. Item Type (V) (*):Click this field to open the drop-down menu. Select one of the four options:
      1. Required Item
      2. Price Adjustment
      3. Optional Item
      4. Additional Fees
    3. Item Label (V) (*): Enter in the name and brand of the item in this field.
    4. Detailed Description: Enter a detailed description of your item in this field. 
    5. Commodity: Click this field and click the See All option at the bottom of the menu. The Select Commodities window opens. Enter a term for your commodity in the Keyword field and click the Search button for relevant results. You may need to click the plus A plus sign in a white box. and minus A minus sign in a black box. icons to expand and collapse commodity tiers. Click the checkbox to the left of the commodity that applies to your item and close the Select Commodities window.
    6. Quantity (*): Enter the quantity needed for your item in this field.
    7. UoM (*): Click this field to open the drop-down menu and select a unit of measure for your item. (Optional) Click the See All option at the bottom of the menu to select from a more detailed list.
    8. Reference Price: Enter the price of the item for one unit on the market. You do not need to enter a price if you want the vendor to list their own price. 
    9. Target Price: Enter the price of the item that you would like to pay for one unit. 
  3. Click the Save button at the top of the Prepare Solicitation page. A new line is created in the pricing subtab and displays at the top of the list. Your first item is entered and displays below the empty line item fields in the Pricing subtab.A new line item vs an entered line item.

  4. (Optional) Repeat Steps 38 and 39 to add new items, if necessary.

Prepare Solicitation - Attachments

This process continues from the last step in the previous process. It shows how to add attachments to your IFB solicitation.

IMPORTANT: These attachments will be visible to the vendor if they are in Approved status when attached.

  1. Click the Attachments subtab in the Prepare Solicitations page.
    The Prepare Solicitation tab and the Attachments subtab.
  2. (Optional) Click the Create a Document button to add a new document to your solicitation.

    NOTE: Uploaded documents cannot exceed 307,200 KB.

    The Create a Document button.
    1. In the Content Editor window that opens, click the link that best describes your document.
      The Content Editor and the list of document types.

    2. Enter information in the document window fields and add the document (Click or Drag to add files button).
       
    3. NOTE: Make sure you change the document status to Approved so that both team members and vendors can view it.

      The Status field and the Approved option in the drop-down menu.

    4. Click the Save & Close button at the top of the window. Your added document displays below the Attachment subtab.
       
  3. (Optional) Click the Attach Existing Document button to add a document that exists in the Documents tab of your project. The Sourcing Project/Documents window opens and lists any documents you added to the Documents tab.
    The Attach Existing Document button.
    1. Select one or more checkbox(es) to the left of the document(s) you want to attach and click the Save & Close button at the top of the Sourcing Project/Documents window. The selected document(s) display in a list on the Attachments subtab.
      The checkbox for a document and the Save & Close button.  

      NOTE: Only approved documents will be visible to vendors. Documents in Draft status will not be visible. If your document is in draft state, the Type column for your document will be orange and read “Technical Documents (Drafted)”. For Vendors to view your documents, you must change the document from Draft to Approved.

      A document in draft state.
  4. Click the Save button at the top of the Prepare Solicitation page. 

Notify Vendors and Publish Solicitation

This process continues from the last step in the previous process. It shows how to notify vendors of your IFB solicitation and how to publish it.

  1. Click the Invited Vendors sub-tab and scroll to the bottom of the selected Invited Vendors list.
    The Invited Vendors subtab on the Prepare Solicitation tab.

  2. Click the next page number of Vendors at the bottom of the list.
    The next page number of Vendors.

  3. Scroll to the top and click the checkbox to the left of the Invited Vendors column header, if not already selected.
    The checkbox at the top of the list of Vendors.

  4. Repeat Steps 46 & 47 until all your vendors are selected.
  5. Click the Save button at the top of the page.
  6. Click the Send button at the top of the Prepare Solicitation page. A new window opens with your selected vendors.
    The Send button.

  7. (Optional) Select the Solicitation Attachments checkbox if you have added attachments for this solicitation and you want them sent in this notification.
    The Solicitation Attachments checkbox.

  8. Click the Send and 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.

  9. Click the X in the corner of the Solicitation window to close it.
  10. 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.

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


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

The Workflow tab of a sent solicitation.

Next Steps

Wait for responses and the due date. Then see Buyer QRG Analyze Vendor Responses in eMMA.