Overview

Rounds are used in procurement to modify solicitations that have been sent to Vendors but not published. This Quick Reference Guide (QRG) is designed to help you, the Buyer, understand how to create a new round for an unpublished sourcing project in eMMA. This means that the solicitation has been sent to Vendors but not published in the system yet.

If the solicitation has been published, you will need to create an amendment. Please see the QRG for Creating an Amendment for a Solicitation.

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:

If the solicitation has been sent to Vendors but not published, 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 on 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.Note: For an RFP (i.e., a Double Envelope or Triple Envelope solicitation) the Envelope Options selector will allow you to decide whether you would like to copy over all suppliers, or only suppliers that have submitted accepted responses.

  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.
    Warning popup window with Continue button boxed.

    A new round is created as Draft in the Status field, and an attention message displays information about adding Amendment type documentation.

    Draft in Status field and 2 in Round field with Status, Round #, and Lot # in box.

  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.

    Attachments tab with Create a Document button in box.

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

  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 “Drafted” to “Approved” makes it visible to others, or Open.

    NOTE: The file size for uploaded documents must be less than 307,200 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.
    Click or drag to add files link in a box.

  14. Click the Save & Close button at the top of the Amendment window.
  15. Click the Save button at the top of the page.
    Attachments tab with Save button in box.

  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 round for your solicitation is now open. The previous round is now closed. The amended solicitation will show in eMMA. If further changes need to be made from this point, you will need to create an Amendment to this solicitation.

Two rounds of solicitation are displayed in the Selected Round dropdown, with Round 1 and 2 highlighted in a box.