Common Language or Term

eMMA Term or Definition 

There’s a QRG for That!

Active Vendor 

The term “Active Vendor” only applies to a vendor who’s been awarded a contract in eMMA. This means that you have been through the onboarding process and been thoroughly vetted by various offices at the State. Active Vendors can bid on solicitations and be awarded contracts. 

YES

Acknowledging POs

When a purchase order is sent to a Vendor, the vendor acknowledges it to let the state know that they’ve reviewed the order. 

YES

Acknowledging Solicitations (AKA Declaring Intent)

Vendors must acknowledge that they’ve received a solicitation AND whether or not they will respond to that solicitation. 

YES

Advanced Shipping Notice (ASN)*

Another term for a receipt. Receipts and ASNs are the same object but vary based on who enters them – “receipts” are entered by the State, whereas “ASNs” are entered by vendors and sent to the State. 

YES

Amendment 

Changes made to a solicitation, or contract once it’s published. Amendments to contracts or purchase orders are identified by a suffix to the record number (e.g., ######-1). Also known as a “round”, it indicates a new round of bid responses based on the amended change to the solicitation or contract.

YES

Double Envelope Proposal

A Request for Proposal (RFP) type of solicitation requiring both technical and financial award decision criteria (double envelope).

YES

Certificate of Standing 

A required document uploaded for contracts. This document indicates whether the vendor is in good standing regarding all documents and fees required by law that are submitted to and received by the Department of Assessments and Taxation (SDAT), and that no other government agency has notified SDAT that the entity is delinquent in tax payments.
 The vendor is not responsible for this. 

Commodity Code(s)

Numeric identifier of goods and services available within the system, based on the United Nations Standard Products and Services Code (UNSPSC). Commodity codes are used by State procurement to describe the goods or services being procured, and by vendors to identify the goods or services being offered. 

YES

Invitation for Bid (IFB)

Whenever procurement is based on competitive sealed bidding (CSB), a procurement officer seeks bids by issuing an Invitation for Bids (IFB) containing detailed specifications of the goods and services and the basis of the awards.

YES

Invoice*

An Invoice or Voucher

YES

Manufacturer LOA

Letter of authorization that permits the bidder to supply the manufacturer’s products.

MBE (Minority Business Enterprise)

A Maryland-designed program ensuring that socially and economically disadvantaged small business owners are included in the state’s procurement and contracting opportunities. Only MBE certified firms can fulfill minority participation goals.

My To-Do List

A list of purchase orders, signature requests, and other actionable items displayed in eMMA after log in.

Payment Address

Remit-To Address where payment is made. 

Public Notice

A type of solicitation used only for publishing notification of solicitations and needs no vendor solicitation responses in the system. It is used to publish solicitations and allow vendor responses via alternative systems or processes.

Public Contracts Search

On the eMMA login page, anyone can search active contracts in eMMA. No login credentials needed to view. 

Public Solicitation Search

A search in eMMA for public notices, RFPs, IFBs, or other solicitation types related to a specific party or other criteria. No login credentials needed to view.

Public Vendor Search

A public search of vendors currently registered in eMMA. This search does not require the searcher to be logged into or even registered in eMMA. No login credentials needed to view.

Purchase Order*

A purchaser's document authorizing a procurement from a vendor. Upon acceptance by a vendor, the purchase order becomes a contract.

 YES

Receipt* 

Also known as an “Advanced Shipping Notice” when entered by a Vendor. 

Registered Vendor

Registered Vendors are basic vendor profiles with the ability to bid on solicitations. Following successful bid, Registered Vendors go through the vetting process to become Active Vendors.

YES

Return*

Return of goods and/or services not received or performed. 

YES

Requester/Buyer Contact*

Role type for State agency employees authorized to request purchase orders from agency-specific awarded contracts or Statewide Contracts. The ‘Requester’ is responsible for

• receiving the goods/services initially requested 
• your point of contact regarding the purchase order 

Request for Information (RFI)

A Request for Information (RFI) is used primarily as a planning tool when an agency does not

have the necessary information to prepare a solicitation document. RFIs can be used to determine the level of interest of prospective respondents or to identify industry standards, best practices, potential performance measures, or delivery structures.

 YES

SBR (Small Business Reserve)

A Maryland program that allows small businesses to participate as prime contractors by establishing a unique marketplace where small businesses compete against other small businesses instead of larger more established companies.

YES

Sourcing Project 

A procurement project that houses all procurement activity from initiation of project type, to preparing a solicitation, and ultimately awarding. 

Secondary Agreement 

Child contract of a Master Contract as the result of secondary competition solicitation.

Secondary Competition

Secondary competition solicitations must be issued to all Master Contractors prequalified by the State to provide the specific goods or services requested. 

Tax Clearance 

A required document upload for contracts, verifying a business or vendor’s business tax compliance with the Comptroller’s Office.
 The Vendor is not responsible for this. 

Three-Way Match* 

The State’s required confirmation within a business transaction of the purchase order, invoice, and receipt all matching to ensure goods or services were accurately ordered, received, and accounted for. 

Triple Envelope Proposal

A Request for Proposal (RFP) type of solicitation that requires three responses from bidders; general, technical, and financial.

Unit of Measure (UoM)

Used to define the magnitude of quantity (e.g., box or ea.) for goods or services detailed on a particular line item.

Vendor Contact

The name and email associated with a specific person in a vendor profile; certain permissions are required for activity notifications and proper workflow approval between vendor and State.   

YES

Vendor Coordinator 

State-side role type responsible for reviewing vendor records to facilitate the vendor onboarding process and validate vendor credentials. 

VSBE (Veteran-Owned Small Business Enterprise)

Maryland-created program that provides contracting opportunities on state-funded procurements for qualified veteran-owned small businesses. 

YES

Workflow

A process map and diagram detailing the individual steps and actions associated with the creation or initialization of a specific activity (i.e.. sourcing project, contract,).
 Vendors may see this tab in the system but not see the flowchart that internal users see. For Vendors, this tab shows who at the state has the next step in the process. You can click the name of those individuals in the Workflow tab for contact info. 

eMMA Term 

Abbreviation/Prefix 

Contract

CTR

Invoice*

INV

MBE (Minority-Owned Business Enterprise)

MBE

Purchase Order*

PO

Receipt or Advanced Shipping Notice*

REC

Request for Purchase Order*

REQ

SBR (Small Business Reserve)

SBR

Sourcing Project

BPM

Supplier (Vendor)

SUP

VSBE (Veteran-Owned Small Business Enterprise)

VSBE