Overview

This Quick Reference Guide (QRG) is designed to help you—the vendor—accept a contract award in the eMaryland Marketplace Advantage (eMMA). A contract may be awarded to you after you submit a response for a specific solicitation project. This QRG assumes you have already responded to a solicitation and have been notified by a Procurement Officer that you are the apparent awardee of a contract in eMMA.

IMPORTANT!! This QRG/activity is in addition to any instructions your buyer/PO has provided to you upon notification of being an apparent awardee.  Please follow all instructions explicitly provided by your PO.

NOTE: This QRG begins after the solicitation has been awarded.

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

The process of winning a contract with the State of Maryland starts with a solicitation on which Vendors bid and submit responses. After a set period of time, the responses are reviewed and a selection is made based on required criteria. When the selection is made the buyer then awards the contract to that selected Vendor.

If the buyer awards you the contract for a given solicitation, eMMA sends a notification to the email address you provided in eMMA (see example below). The Buyer will create a Contract record in eMMA for your award. During its approval process, this contract record will come to you by way of the notification shown in the image below. The subject header indicates that a Vendor Signature is needed.

The notification also includes the contract name, eMMA Contract ID, current step in the contract award process, and hypertext link to access the contract in eMMA. In the image below, the Step: Vendor Signature (manual) tells you that the contract needs your signature.

Star with solid fillPRO TIP: The Reference in your email is your Contract ID number in eMMA; having this number handy will make it easy to find later. The Access link lets you access the contract workspace in eMMA.
The Reference and Access link in the notification email.

  1. Navigate to the email notification and click the Access link. If you don't see it in your inbox, check your spam or junk folders.

    Star with solid fillPRO TIP:  You can also find it on your homepage once you log in to eMMA. Scroll down on your homepage to the My To-Do List to see the Contract links. You can click on the pencil icon, the blue object link or the contracts button on the right.
    The eMMA homepage. Scroll down to see the pencil icon, the Object link, and the contracts button.

  2. The eMMA login page displays. Log in with your credentials.
    The eMMA landing page and the Login and Password fields, and the Login button.
     
  3. Click the Contracts tab at the top of the page to open the drop-down menu and select the Manage Contracts option.The Contracts tab at the top of the webpage and the Manage Contracts option in the drop-down menu.

  4. Click the Contract ID (Code) or title of the contract. You can also use the Keywords field and Search button to search for a keyword or Contract ID, if necessary. The contract displays.The CTR link and the Contract Title link on the Manage Contracts page.

  5. Click the General Info and Pricing tabs on the left-hand side-panel to review these sections for any errors. If there is something incorrect on this or other tabs, please reach out to the Procurement Officer in charge of this contract.

  6. To download and sign the contract, click the Documents tab on the left-hand side-panel.

    The Documents tab on the left-hand side-panel.

  7. Click the Document icon to download the Contract document, which you can then sign. After signing and dating the contract, you can upload it to the system.

    Star with solid fillPRO TIP: Make sure that you add your name to the end of the title of the document to be uploaded. This makes it easier for the Procurement Officer to identify the version you signed.The download icon for a contract document.

  8. After signing and dating the contract, you can upload it and replace the unsigned version. Click the pencil icon next to the contract name. The Document page displays.
    The pencil icon for the Contract item

  9. Click the Click or Drag to add files link to upload the signed contract. There are now two contract icons displayed on the Documents page.
    The Click or Drag to add files button.

  10. Click the X next to the name of the unsigned document to delete it. Make sure you don’t delete your signed uploaded document.The X to the left of an attached document.

  11. Click the Save and Close button to save the uploaded contract and close the pop-up window.The Save & Close button for the document window.

  12. Click the green Vendor Execute button at the top of the page.

    IMPORTANT!! This represents an electronic audit capture that you have signed the Contract document and uploaded it into the system.

    The Vendor Execute button.

 

Next Steps

Once the contract makes its way through the workflow, the buyer publishes the signed contract in eMMA, and the contract is listed on your Manage Contracts page. This time, the word Published appears under Status in the contract listing.  

The contract on your page with the Published status.

After the contract is published, State-side users will create purchase orders and send them to you. When that happens, you can use the Purchase Orders to create receipts and invoices.

To find contracts with a specific status, e.g., published or signature in progress, click the Contracts tab at the top of the page to open the drop-down menu and select the Manage Contracts option.
The Contracts tab and Manage Contracts option as well as the Contracts button at the bottom of the homepage.


Use the Status drop-down menu to specify a status and click the Search button.

The Status field and the filter options in the drop-down menu.