Overview

This Quick Reference Guide (QRG) is designed to help Vendors respond to a double envelope RFP (Request for Proposal) in the eMaryland Marketplace Advantage (eMMA). To bid on the solicitation, you must first add it to your profile. Click this link for instructions.

OTHER QRGs: Responding to Solicitations (IFB)


NOTE: If your organization is a Certified Small Business (CSB) you are eligible to respond to solicitations in the Small Business Reserve (SBR) and Small Business Preference (SBP) programs.


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

Responding to Solicitations (Double Envelope)

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border A picture containing shape Description automatically generated  indicates a required field, while yellow callouts with a black border A picture containing text, clipart Description automatically generated indicate optional fields. Letters within the callouts respond to the explanations below the diagram. A red asterisk * indicates a required field.



    1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
    2. Click Sourcing on the top ribbon; then click My Solicitations.
      Sourcing drop-down menu shown, with My Solicitations option highlighted in a box.

    3. From your list of My Solicitations, choose the solicitation you want to respond to by clicking the blue hyperlink in Solicitation Title column.

      NOTE: If you don’t have any solicitations under My Solicitations, see the QRG Browse and Add Solicitations.
      Vendor's My Solicitations list is shown, with a link to one solicitation highlighted in a box.

    4. Click the I acknowledge receipt of this Solicitation button.
      Solicitation acknowledgement screen with the "I acknowledge receipt of this Solicitation" button highlighted. 
    5. Review the Bid Tabulation message in the bottom-left of the Solicitation Info tab. This summary provides more information on how bids are evaluated and how contracts are awarded to Vendors.
    6. Review the information in the Attachments and the Pricing tab.

      NOTE: The Q&A Forum tab is not currently functioning.

    7. Select one of the following radio buttons:
      1. Will Respond: Confirm your response to the Solicitations by clicking WILL RESPOND: our intent is to respond to this Solicitation radio button.Solicitation response screen with the "WILL RESPOND" option selected.
      2. Not Respond: This option tells the Procurement Officer that you will not respond to this solicitation.

        NOTE: If you opted not to respond to this solicitation, a mandatory Reason field displays. Enter the reason you will not respond to this solicitation.
        Solicitation response screen with the "NOT RESPOND" option selected and the reason "At this time, we cannot fulfill the response requirements" entered.

    8. Click the Submit button under the response radio buttons.
             Solicitation response screen with the "WILL RESPOND" option selected and the "Submit" button highlighted.
    9. Click the Info tab on the left-hand side-panel.Contract information screen with the "Info" tab highlighted in the left navigation panel.
    10. Complete the Does the governor or a restricted individual have ownership interest in your company?(*) field by selecting Yes or No from the drop-down menu. (Response to this field is mandatory and required under HB0932; click here for additional information)A dropdown question on a form is highlighted: "Does the governor or a restricted individual have ownership interest in your company?"
    11. Acknowledge whether you have reviewed the Bid Tabulation message on the Solicitation Info (see Step 5).
    12. Add a description in the Description field (optional). The Invoice Label field is greyed out and disabled.Response Information section on a form, with fields for Label and Description highlighted. 
    13. Click the Click or Drag to add files button to upload any supporting technical documents for the Technical Envelope.
      Technical Env. - Vendor Technical Documents section of Prepare Response tab is shown, with Click or Drag to add files link highlighted with a box.

    14. Click the Click or Drag to add files button to upload any supporting financial documents to the Financial Envelope.
      Financial Env. - Vendor Technical Documents section of Prepare Response tab is shown, with Click or Drag to add files link highlighted with a box.
       
    15. Click the Save button at the top of the page.The "Save" button on a project RFP screen is highlighted.
       
    16. Click the Pricing tab on the left-hand side-panel.

      IMPORTANT!! Currently, the Q&A Forum tab and Questionnaire functionalities. If a questionnaire is required to bid on this solicitation, it will be in the attachments.The pricing tab for Mike's RFP, showing options to export/import pricing forms and a table for pricing details.

    17. Scroll down to the Pricing subtab and complete the blank field(s) under the Unit Price column. Repeat this step as many times as necessary to fill in the pricing grid.
      Pricing subtab is shown in Vendor notice, with Pricing fields shown. Pricing subtab is highlighted in a box; unit price ion Unit Price indicated with an arrow.

    18. Click the Save button at the top of the page once you are finished.
      Save button at top of page is highlighted in a box.

    19. If the solicitation requires Bidders to enter subcontract utilization commitments (i.e. subcontractor utilization goals), navigate to the Subcontractor Utilization Goals tab. All of the predetermined goals will be listed in the MBE &  VSBE Utilization Goals section.

      Click +Add Subcontractor to enter a commitment.

      Complete the fields.
      1. Utilization Goal: Select one of the goals predetermined by the State.
      2. Subcontractor: Select the Subcontractor's name from the list of available Vendors in eMMA. This requires that the Subcontractor be registered in eMMA.
      3. Is the selected subcontractor a regular dealer, wholesaler, and/or supplier?: Indicate whether the Subcontractor falls into one of these categories.
      4. Please explain the services the Subcontractor will provide: Write a detailed description outlining the products or services that will be provided by the Subcontractor.
      5. Would you like to request a waiver?: Indicate if you would like to request a waiver. The request process will require additional action and submission of forms.
      6. Estimated Payment Amount: Enter the minimum amount that your organization is committing to pay the subcontractor in USD.

        Click Save & Close. Repeat Step 16 to enter additional commitments.

        If a commitment needs to be edited. Click the Pencil icon. To delete, click the Trashcan icon.
    20. Click the Manage Response Team tab in the left-hand side-panel.The "Manage Response Team" link in the side navigation menu is highlighted.

    21. To add a contact to your response team, do either of the following:
      1. Add an existing (in eMMA) contact: If you have a contact in your profile that you want to add, select their name from the Select Contact dropdown menu.
        A screenshot of a contact page Description automatically generated

      2. Create a new contact (in eMMA): If you want to add a response team member who is not in your Vendor profile contacts, you must follow the instructions to create a new contact. A screenshot of a contact page Description automatically generated
         
    22. Click the Save button once you are finished.
      Buttons at top of Vendor response are shown, with Save button highlighted in a box.  
    23. Click the Validate & Submit button after you have saved your progress.
      Buttons at top of Vendor response are shown, with Validate & Submit button highlighted in a box.

    24. Review the information displayed for accuracy and click the Yes, Submit button once you verify all the information is correct.

      Submission popup window is shown, with Yes, Submit button highlighted with a box.
       
    25. Click the Save button at the top of the page once you are finished.
      Buttons at top of Vendor response are shown, with Save button highlighted in a box.

You have now responded to a double envelope Request for Proposal.

If you wish to change something in your response at this point, you can resubmit your altered response before the due date.

The system will notify you via email if you’ve been awarded the contract.