Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers/Buyers who need to create a Small Procurement Category 1 sourcing projects in the eMaryland Marketplace Advantage (eMMA). It shows how to create a Small Procurement Category 1 sourcing project from creation to sending your published solicitation to Vendors.

Small Procurement Category 1 Sourcing Project: A small procurement project type meant for a “3 bids and a buy” scenario on purchases less than $5,000 focused solely on the lowest price award decision. This project type will be very simple in nature by only displaying the necessary steps to publish a quick quote solicitation and award to the lowest bid.

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 a Small Category 1 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.

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.
Click the Sourcing tab at the top of the page and select Create Project from the drop-down menu that opens.
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.

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.
Is a template (checkbox): Click this checkbox if you plan to make this sourcing project a template for future projects.
Project Type (*): Click this field to open the drop-down menu and select the Small Procurement (e.g., Cat 1) project type.
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 the date you are creating the sourcing project as the Project Start Date.
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.
Project Title (*): Enter a title for your Small Category 1 sourcing project in this field.
Project End Date: Click this field if you know the date your project will end.
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 and minus 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.
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 and minus 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.
Initial Funds Certification Availability: This field is system generated. You do not need to do anything here.
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: 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 and minus 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.
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 and minus 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.
MITDP Award? (checkbox): Click this checkbox only if you have a Major IT Development Project Award.
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 selected Procurement Officer/Buyer auto-populates in the field.

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.
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:
        Native American MBE Participation (%)
        African American MBE Participation (%)
        Asian American MBE Participation (%)
        Hispanic American MBE Participation (%)
        Women-owned MBE Participation (%)
6. 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.
    VSBE Percentage (%); Enter the percentage for your VSBE goal in this field.
7. 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.
    Grant Funding Amount ($) (*): Enter the dollar amount for your grant funding.
Click the Save button at the top of the page.

Add Vendors

This process continues from the last step in the previous process. It shows how to add vendors to your Small Category 1 sourcing project based on identified criteria and requirements.

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

Click the Vendors tab in the left-hand side-panel.
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.
(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. Remove all filters below the Keywords field, and click the Searchbutton.
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 9.
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.
(Optional) A new window opens with a full list of commodities. Enter a term into the Keywords field and click the Search button to see highlighted results.
The Select Commodities window opens with a full list of commodities. Use the plus and minus 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.
Click the Search button at the top of the Browse Vendors window. A list of Vendors displays relevant to the commodities you selected.
Select the topmost checkbox to the left of the column headers to select all vendors on that page.
Scroll down to the bottom of the Vendors list and click the next page in succession. A list of unselected Vendors displays.
Repeat Steps 13 and 14 until the Vendors on all pages are selected.
Close the Browse Vendors window. The Vendors are listed in the Consulted Vendors section.
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.

.

Prepare Solicitation - Setup

This process continues from the last step in the previous process. It shows how to set up your solicitation for your Small Category 1 sourcing project.

Click the Prepare Solicitation tab on the left-hand side-panel. The Setup subtab displays a form.
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.
1. The Status, Round #, and Lot # fields are system-generated. No further action is required here
2. Solicitation Title (*): The title of your solicitation auto-populates here. Click this field to change it, if necessary.
3. Template (checkbox): Select this checkbox if you want to make a template from this solicitation to use in the future.
4. Solicitation Type (*): This field auto-populates based on information entered for your sourcing project. No further action is required here.
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; i.e. BidExpress.
8. Publish Date: IMPORTANT!! If you want vendors to start submitting a response immediately, leave this field BLANK. Select a date only if you want vendors to start submitting responses at a future date.
9. Due/Close Date (*): Click this field and select the date that vendors can no longer submit responses.
10. Due/Close Date (EST): This field populates after you click the Save button (Step 24). No further action is required here.
11. 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.
Click the arrow to the left of the Advanced options section below the Response Dates.

NOTE: Some checkboxes are selected by default.
Click the checkbox to the left to select the Solicitation Visible to Public option. This makes your Small Category 1 procurement visible to the public.
Click the checkbox to the left of the Bid Holders List Visible to Public option. This allows the vendor community to see who has expressed interest in the project.
(Optional) Review and make any other selections necessary to your project. Options include:
1. Buyers can change bid due date,
2. Sealed Responses,
3. Vendors must Acknowledge & Identify intent to Respond (selected by default),
4. Vendors can partially bid/propose on pricing,
Click the Save button at the top of the Prepare Solicitation page.

Prepare Solicitation - Pricing

This process continues from the last step in the previous process. It shows how to set pricing for your Small Category 1 solicitation.

Click the Pricing subtab in the Prepare Solicitation page.
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.
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.
  
  NOTE: Be sure to write a clear and concise Item Label; the vendor will use this as an indicator when preparing pricing submissions.
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 and minus 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.
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.
(Optional) Repeat Steps 26 and 27 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 Small Category 1 solicitation.

Click the Attachments subtab in the Prepare Solicitations page.
(Optional) Click the Create a Document button to add a new document to your solicitation.

NOTE: Uploaded documents cannot exceed 300,000 KB.
1. In the Content Editor window that opens, click the link that best describes your document.
2. Enter information in the document window fields and add the document (Click or Drag to add files button).
  
  NOTE: Make sure you change the document status to Approved so that both team members and vendors can view it.
3. Click the Save & Close button at the top of the window. Your added document displays below the Attachment subtab.
(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.

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.

NOTE: Documents in Draft status will not be visible to vendors. The Type column for your document will be orange and read “Technical Documents (Drafted)”.
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 and publish your Small Category 1 solicitation.

Click the Invited Vendors sub-tab and scroll to the bottom of the selected Invited Vendors list.
Click the next page number of Vendors at the bottom of the list.
Scroll to the top and click the checkbox to the left of the Invited Vendors column header, if not already selected.
Repeat Steps 34 & 35 until all your vendors are selected.
Click the Save button at the top of the page.
Click the Send button at the top of the Prepare Solicitation page. A new window opens with your selected vendors.
(Optional) Select the Solicitation Attachments checkbox if you have added attachments for this solicitation and you want them sent in this notification.
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.
Click the X in the corner of the Solicitation window to close it.
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.
Click the Publish Notification button at the top of the Prepare Solicitation page. A prompt displays. Click OK.