Overview

This Quick Reference Guide (QRG) is intended for Procurement Officers/Buyers who need to Award a Vendor a closed solicitation in the eMaryland Marketplace Advantage (eMMA). It shows how to award one Vendor to an Invitation for Bid (IFB), however, the process is the same for any closed solicitation or project type.

Prerequisite

This QRG assumes you have completed the steps for analyzing and comparing Vendor responses and have chosen a Vendor to whom to award the contract. If not, see the QRG Analyze Vendor Responses.

IMPORTANT!! If you are awarding a Registered Vendor, their Vendor profile must be onboarded and in Active status before you can add them to a contract in eMMA. See the Initiate Onboarding for a Vendor QRG for instructions.

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

Award a Solicitation to a Vendor in eMMA

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 screen and select Browse Sourcing Projects from the drop-down menu that opens. Search fields display above a list of sourcing projects of which you are a member.
Use the search fields and filters to find the sourcing project to which you need to award Vendors in the list displayed and click the Edit (pencil) icon to the left to view the project. You can also click the hyperlinks for the project or ID as well.
Click the Analyze & Award Rec. tab on the left-hand side-panel.
Click the Award (trophy) icon to the right of the Vendor to which you want to award your solicitation. You may need to scroll down to see the section with the Vendor responses.
A prompt displays asking you to confirm your choice. Click the OK button. The trophy icon turns a solid green to indicate the awarded Vendor.
(Optional) To change the award, click the Invalidate Award button at the top of the page. A prompt displays asking you to confirm your choice. Click the OK button.

IMPORTANT!! You can only invalidate an award before you launch the workflow (Step 8). After that, your award is solidified and cannot be changed.
Click the Workflow tab on the left-hand side-panel and click the Launch Workflow button at the top of the page. The workflow then follows the approval path as designed.
PRO TIP: The Approval History and Mail History sections are below the workflow and can be very useful for viewing approval steps (approved, rejected, pending), and what messages were sent and when. Click the arrow to the left of the Mail History to open that section.
Once the approved Workflow comes back to you, click the Workflow tab in the left-hand side-panel and click the Review & Notify button at the top of the page.
Click the Award & Contract tab in the left-hand side-panel and click the Selected: to be notified link to the right of the awarded Vendor response. The Send an e-mail window opens, showing the message to the awarded Vendor.

NOTE: The awarded Vendor has “Selected” under the Decision column.
Click the Send & Close button at the top of the Send an e-mail window.

The Award & Contract page shows the awarded Vendor was Selected: Notified in the Notification column.
Click the link for Not selected: to be notified to the right of the vendor(s) that did not win the award.
The Send an e-mail window opens, showing the message to the not-selected Vendor.
Click the Send & Close button at the top of the Send an e-mail window.
Repeat Steps 12-14 until all unawarded vendors have been notified.