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: Create a New Round in eMMA (PO) : Maryland DGS - Office of State Procurement (OSP) 


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.
    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 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. Indicate which elements of the original solicitation you would like to be included in the amendment, then click the Create button to pull all the selected information 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.
    A message about the new round.

  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.
    The Attachments subtab and the Create a Document button.

  10. Click the Amendment link under Select a document type in the Content Editor window. The Amendment pop-up window opens.
    The Amendment document type in the list.

  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.
    The Click or Drag to add files 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.
    The Save button.

  16. 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.
    The Send button.

  17. Click the Send & Close button at the top of the Solicitation window. This notifies the vendors you selected in the Vendor tab. 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.
    The Send and Close button.

  18. Click the Save button at the top of the page.
    The Save button.

  19. Click the Notify Commodity Vendors button at the top of the page. Click OK at the prompt. The Notify Commodity Vendors button.

  20. Click the Publish Notification button and click OK at the prompt.
    The Publish Notification button.


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).