Overview

PORFP Solicitations This Quick Reference Guide (QRG) provides step-by-step instructions for POs or buyers who want to create a Purchase Order Request For Proposal (PORFP).

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.

PREREQUISITES:

You will need:

• A Business Request completed in eMMA
• A Master Solicitation completed in eMMA
• A Master Contract WITH Secondary Competition published in eMMA
  
  

IMPORTANT!! This solicitation will be advertised publicly and sent to all commodity vendors. You must inform potential bidders that this solicitation is only open to authorized Master Contractors. 
 If you have attached documents as part of the solicitation, the first page must clearly state that bidding on this solicitation is ONLY open to contractors selected for the master contract. Let commodity vendors know NOT to Bid on this solicitation.

Step-by-Step Instructions

Create a PORFP Solicitation

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border indicates a required field, while yellow callouts with a black border  indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

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 Create Project from the drop-down menu that opens.
   
   
   
3. (Optional) Enter a FMIS number in the Alternate ID field, if necessary.
   
   
   
4. Click the Project Type field and select Secondary Competition from the drop-down menu that opens.
   
   
   
5. Enter information in the fields of the General Information section. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail.
   
   NOTE: Additional fields may display depending on your selections.
   
   
   1. Project Start Date (*): Click this field to select a date on which to start the project.  If no date is selected, eMMA will default to today’s date as the Project Start Date.
   2. Linked Business Requests (*): Enter the PRJ Business Request ID in this field. You can find this number listed on your Master Sourcing Project and the Master Contract associated with this PORFP.
      PRO TIP: You can also click this field to open the drop-down menu and select the See All option. Use the search fields to search for your Business Request and click the checkbox to the left of the request to select it. The Business Request populates in this field.
      
      NOTE: Once you populate this field, a new mandatory field displays at the bottom of the section.
      
      
   3. Parent Sourcing Project (*): Enter the BPM number for your Master Sourcing Project in this field.
      
      NOTE: If you cannot find it, click the See All option. Remove the checkmark filter and click Search. Please reach out to helpdesk at emma.helpdesk@maryland.gov if you still cannot find the sourcing project.
      
   4. Project Title (*): Enter a title for your project in this field.
   5. Project End Date: Click this field if you know the date your project will end. 
   6. Main Category (*): Click this field to open the drop-down menu and select one main category for your project or click See All at the bottom of the menu.
      
      NOTE: Clicking See All opens a window in which all categories are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus and minus icons to the left of the category groups to expand and collapse them. Select a category from this list. The category populates in the field.
       
   7. Other Commodities: Click this field to open the drop-down menu and select one or more additional categories for your project or click See All at the bottom of the menu. Selecting more commodities means you will get a broader scope of responses from vendors who can meet your project’s needs.
      
      NOTE: Clicking See All opens a window in which all commodities are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus and minus icons to the left of the commodity groups to expand and collapse them. It is imperative that you select as many and as detailed commodities as applies to your project. This ensures vendors from a wide range of commodities can find and bid on your solicitation. Select one or more commodity(ies) from this list and close the window. The commodity(ies) populates in the field.
       
   8. Issuing Agency/Sub-Agency/Site (*): Click this field to open the drop-down menu and select appropriate Issuing Agency/Sub-Agency/Site for this project or click the See All option at the bottom of the menu.
      
      NOTE: When the See All option is clicked, the Select Organizations window pops up. Before entering any keyword, uncheck the Limit to my scope checkbox.
      
      NOTE: Clicking See All opens a window in which all Agencies are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus and minus icons to the left of the agency groups to expand and collapse them. Select an agency from this list. The selected agency populates in the field.
       
   9. Other Organizations: Click this field to open the drop-down menu and select one or more additional organizations related to your project or click the See All option at the bottom of the menu.
      
      NOTE: Clicking See All opens a window in which all organizations in your agency are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Use the plus and minus icons to the left of the organizational groups to expand and collapse them. Select one or more organization(s) from this list and close the window. The organization(s) auto-populates in the field.
       
   10. MITDP Award? (checkbox): Click this checkbox only if you have a Major IT Development Project Award.
   11. Procurement Officer/Buyer (*): This field auto-populates with your information. If this information is incorrect or needs to be changed, click this field to open the drop-down menu and select an option from the list. Click See All at the bottom of the menu to search through a list of all Procurement Officers/Buyers.
       
       NOTE: Clicking See All opens a window in which all Procurement Officers are listed. Search for a term in the Keywords field and click the Search button to return relevant results. Select a name from this list. The name of the selected Procurement Officer/Buyer auto-populates in the field.
6. Enter information in the Additional Information section. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail below.
   
   NOTE: Additional fields may display depending on your selections.
   
   
   1. Federal Funding? (*): Does your project have federal funding? Click this field and select Yes or No.
   2. SBR Designation (*): Does your project have a Small Business Reserve (SBR) designation? Click this field and select Yes or No.
   3. Project Estimate: If you have an estimate of your project cost, enter it in this field. 
   4. Project Cost Class: Click this field and select a cost class for your project. 
   5. MBE Goal? (*): Does your project have a Minority-Owned Business Enterprise (MBE) goal? Click this field and select Yes or No. 
      1. If you select Yes, two more fields display. 
         1. MBE Participation (%): Enter the percentage for your MBE goal in this field.
         2. MBE Sub-Goal?: Does your project have MBE sub-goals? Click this field and select Yes or No.
            1. If you selected Yes, five new fields display. Enter the appropriate percentages in the respective fields as they apply to your project:
               
               1. Native American MBE Participation (%)
               2. African American MBE Participation (%)
               3. Asian American MBE Participation (%)
               4. Hispanic American MBE Participation (%)
               5. Women-Owned MBE Participation (%)

6. VSBE Goal? (*): Does your project have a Veteran-Owned Small Business Enterprise (VSBE) goal? Click this field and select Yes or No. 
   1. If you select Yes, one more field displays. 
      1. VSBE Percentage (%); Enter the percentage for your VSBE goal in this field.
7. Grant Funding? (*): Does your project have grant funding? Click this field and select Yes or No.
   1. If you select Yes, one more field displays. 
      1. Grant Funding Amount ($) (*): Enter the dollar amount for your grant funding. 

7. Enter information in the Apparent Awardee Approver Criteria section. A red asterisk (*) indicates a required field. The diagram below shows required fields described in more detail below.
   
   
   1. Fiscal Officer Approval? (*): Does your project need approval by a Fiscal Officer? Click this field and select Yes or No.
   2. Legal Approval? (*): Does your project need Legal approval? Click this field and select Yes or No.
   3. Agency Head Approval? (*): Does your project need Agency Head approval? Click this field and select Yes or No.
   4. Procurement Leadership Approval? (*): Does your project need Procurement Leader approval? Click this field and select Yes or No.
8. Click the Save button at the top of the page.
   

Add Team Members

This process continues from the last step in the previous process. It shows how to add Team members to your sourcing project.

9. Click the Teams tab on the left-hand side-panel. Click Select user(s) to open the drop-down menu, which displays a partial list of users in eMMA. Click one or more names on the list or click See All at the bottom of the menu to display the Browse Users window.
   
   
   
10. In the Browse Users window, click the checkbox to the left of a team member you want to add. Repeat this step for each user on your Team and close the Browse Users window. The selected team members display on the Team page.
    
    NOTE: Team members can have more than one profile in eMMA. You can click on the team member’s name to view information about their eMMA profile.
    
    
    
    
11. (Optional) To remove a user, click the X to the left of the user’s name.
    
    
    
12. Click the field to the right of a user’s email address, in the Profile(s) column, to open a drop-down menu.
    
    
    
13. Select a profile role for the user from the drop-down menu. By default, each user is assigned a role. Added users are assigned the SME (Sourcing Project) role, while the Procurement Officer is designated the Responsible (Sourcing Project) role by default. Profile roles and permissions are further defined below.
    
    NOTE: You can assign multiple roles but only one Responsible profile role for the Team.
    
    
    Profile roles are defined as:
    1. Responsible (Sourcing Project): 
       1. This role is by default assigned to the Procurement Officer, but you can change it.
       2. This is the Owner of the Sourcing Project. 
       3. They have read, view, and edit access to the project. 
       4. All Vendor communications come to the person with this role. 
       5. You can only assign one user the Responsible role per project. However, you must have at least one Responsible role assigned.  
    2. Contributor (Sourcing Project): 
       1. They have view access to the project and response activity.
       2. They can edit information on the Project Information, Team, Schedule, and Documents tabs
    3. SME (Sourcing Project): 
       1. The Subject Matter Expert (SME) and default role assigned when you add a team member. 
       2. This member can be assigned tasks in eMMA. 
14. (Optional) To remove a profile role, click the X to the right of the role
    
    .NOTE: If you remove the user’s only role, it resets to the SME (Sourcing Project) role by default.
    
    
    
    
15. Click the Save button at the top of the page, when you’ve completed adding your team members and assigning profiles.
    
    NOTE: You must remember to click the Save button. If you don’t, you will lose your progress on this tab.
    
     

Add Documents

This process continues from the last step in the previous process. It shows how to add documents to your sourcing project.

NOTE: You can only add documents to sourcing projects of which you are the owner, and only your sourcing project Team members can view them. Documents stored here can be copied to the solicitation. Only documents sent to Vendors with the initial solicitation in the Attachments subtab of the Prepare Solicitation page will be visible to Vendors.

NOTE: You cannot edit documents directly in eMMA, but you can upload new files.

NOTE: The uploaded document or file size must not exceed 307,200 KB.

IMPORTANT!! This solicitation will be advertised publicly and sent to all commodity vendors. You must inform potential bidders that this solicitation is only open to authorized Master Contractors.
 If you have attached documents as part of the solicitation, the first page must clearly state that bidding on this solicitation is ONLY open to contractors selected for the master contract. Let commodity vendors know NOT to Bid on this solicitation.

16. Click the Documents tab in the left-hand side-panel to display the Documents page. Existing documents, if any, display in the Sourcing Project Documents pane.
17. Click the Create Document button in the Sourcing Project Documents pane. The Sourcing Project Documents pop-up window displays.
    
    
    
18. Enter information in the form fields. A red asterisk (*) indicates a required field.
    
    NOTE: Documents added here are not visible to vendors. To add attachments that are visible to vendors, use the attachments sub-tab of the Prepare Solicitation page (see Steps 37 – 40).
    1. Title (*): Enter a title for the document. 
    2. Version (*): Enter a numeric value for the version of the document. The application will suggest the next version increment for each new revision.
    3. Summary: Enter a brief summary describing the document. Once you click this field, text editing options appear above it.
    4. Status: This field indicates the current status of the document. You don’t need to do anything here.
    5. Click or Drag to add files (*): Click this button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.
       
       NOTE: The uploaded document or file size must not exceed 307,200 KB.
       
       NOTE: You cannot edit documents directly in eMMA, but you can upload new files.
        
    6. Sourcing Project: This field indicates the sourcing project associated with this document. Nothing needs to be done here. 
19. You have three options to move forward:
    1. Save as draft: Click this button to save the document as a draft. The Sourcing Project Documents window now shows the document listed (in the Information pane), tracking info of the document (at the bottom), and a Delete button (at the top) to remove the draft.
       
       NOTE: Other users cannot see documents in Draft status. Changing the Status to Approved makes it visible to others (see Step 19c).
    2. Save & Close: Click this button to save the document as it is shown and to close the Sourcing Project Documents window. 
    3. Publish: Click this button to publish or “Approve” the document and make it visible to others. The Sourcing Project Documents window now shows the document status as “Approved,” a New Draft button to create a new draft of the document (at the top), a Delete button to remove the document (at the top), and tracking information (at the bottom).
        
20. If you chose options a (Save as Draft) or c (Publish) in the previous step, click the Save & Close button at the top of the window. If you chose option b (Save & Close) in the previous step, skip to Step 21.
    
    
21. Click the Save button at the top of the Documents page. Your document is listed on the Documents page along with version info, who created the document, the creation date, and the date last modified. Remember to click the Save button after making any updates or changes to your document.
    
    Click the Edit (pencil) icon to the left of the document Title to edit the document (upload a new version).
    
    NOTE: Once you add a document, you cannot edit a document directly in eMMA, but you can upload new versions.
    
    Click the Delete (trashcan) icon to the left of the Title to delete the document.
    
    

Add Vendors

This process continues from the last step in the previous process. It shows how to add the correct Vendors to your sourcing project.

22. Click the Vendors tab on the left-hand side-panel and click the Load All Awarded Vendors (with Active Contracts) button at the top of the page. Awarded vendors with active contracts will display on the webpage.
    
    
    
23. CAREFULLY Review the list to ensure all the awarded vendors are listed on this page.
    PRO TIP: If the Vendor does not display after you click the button, click the ellipsis (three dots) button below Consulted Vendors. A pop-up window displays and you can select your vendor(s) there. MAKE SURE you search for the Vendor using the SUP number in the keywords field to ensure the correct vendor.
    
    IMPORTANT!! If you see discrepancies in the loaded vendors on the page, please reach out to helpdesk at emma.helpdesk@maryland.gov . Let them know which Vendors you are missing. 
    
    
24. Click the Save button at the top of the webpage. You will lose any changes made to this page if you do not click save.

Prepare Solicitation – Setup

This process continues from the last step in the previous process. It shows how to set up your solicitation for your PORFP.

25. Click the Prepare Solicitation tab on the left-hand side-panel. The Setup subtab displays a form. 
26. Enter information in the fields on the left side of the form. A red asterisk (*) indicates a required field.
    
    NOTE: Depending on your selections in the fields, more fields may display.
    
    
    1. The Status, Round #, and Lot # fields are system-generated. You do not need to do anything in these fields. 
    2. Solicitation Title (*): The title of your solicitation auto-populates here.
    3. Solicitation Type (*): Click this field and select PORFP from the drop-down menu that opens. 
    4. Due/Close Date (*): Click this field and select the date that vendors can no longer submit responses.
    5. Summary: Enter a brief introduction and summary for your solicitation. Add the following information.
       
       IMPORTANT!! This solicitation will be advertised publicly and sent to all commodity vendors. You must inform potential bidders that this solicitation is only open to authorized Master Contractors.  
       
        PRO TIP: Use the formatting tools that display to make your message stand out.
        
       
       
    6. Additional Information & Instructions: Enter any additional information and instructions in this field. 
    7. Alternate Link: Enter the link to the bid board on which this solicitation is posted, if applicable, e.g., BidExpress.
       
       
27. Click the Save button at the top of the Prepare Solicitation page.
    
    
    
28. (Optional) Click the Pre-Bid/Proposal Conference? checkbox if you intend to have a Pre-Bid/Proposal conference for this solicitation. If you selected this checkbox, new mandatory fields display.
    
    1. Pre-Bid Conference Date (*): Click this field and select the date of your pre-bid conference. 
    2. Pre-Bid Conference Details (*): Enter the details of your pre-bid conference, like when, where, how to register, what Vendors need, etc. 
29. Enter information in the fields for the Public Visibility section on the right side of the form.
    
    1. Public Portal Publish Date: Click this field and select the date that you want to publish your solicitation in the public portal. Leave this field blank if you want to publish immediately.
    2. Public Portal Archive Date: This field auto-populates Click this field and select the date that you want to unpublish your solicitation in the public portal.
30. Click the arrow to the left of the Advanced options section below the Response Dates and Public Visibility.
    
    NOTE: Some checkboxes are selected by default and some cannot be changed because of the nature of your project type.
     
31. Review and make selections necessary for your project.  Options include: Solicitation Visible to Public, Sealed Responses, Vendors must Acknowledge & Identify intent to Respond, and Bid Holders List Visible to Public. If the option for Bid Holders List Visible to Public is not selected, then you must click the checkbox to the left of it to select it.
    
    
    
32. Click the Save button at the top of the Prepare Solicitation page.
    

Prepare Solicitation – Pricing

This process continues from the last step in the previous process. It shows how to set pricing for your PORFP.

33. Click the Pricing subtab in the Prepare Solicitation page.
    
    
    
34. Enter information in the form fields to create a line item within the pricing grid for each item for bid. A red asterisk (*) indicates a required field. A (V) to the right of the heading indicates values that are visible by vendors and the public, if you opted to make this a public solicitation.
    
    1. Item Code (V) (*): This item code auto-populates. You do not need to do anything here. 
    2. Item Type (V) (*):Click this field to open the drop-down menu. Select one of the four options:
       1. Required Item
       2. Price Adjustment
       3. Optional Item
       4. Additional Fees
    3. Item Label (V) (*): Enter in the name and brand of the item in this field.
    4. Detailed Description: Enter a detailed description of your item in this field. 
    5. Commodity: Click this field and click the See All option at the bottom of the menu. The Select Commodities window opens. Enter a term for your commodity in the Keyword field and click the Search button for relevant results. You may need to click the plus and minus  icons to expand and collapse commodity tiers. Click the checkbox to the left of the commodity that applies to your item and close the Select Commodities window.
    6. Quantity (*): Enter the quantity needed for your item in this field.
    7. UoM (*): Click this field to open the drop-down menu and select a unit of measure for your item. (Optional) Click the See All option at the bottom of the menu to select from a more detailed list.
    8. Reference Price: Enter the price of the item for one unit on the market. You do not need to enter a price if you want the vendor to list their own price. 
    9. Target Price: Enter the price of the item that you would like to pay for one unit.
       
       
35. Click the Save button at the top of the Prepare Solicitation page. A new line is created in the pricing subtab and displays at the top of the list. Your first item is entered and displays below the empty line item fields in the Pricing subtab.
    
    
    
36. (Optional) Repeat Steps 34 and 35 to add new items, if necessary.

Prepare Solicitation – Attachments

This process continues from the last step in the previous process. It shows how to add attachments to your PORFP solicitation.

IMPORTANT!! This solicitation will be advertised publicly and sent to all commodity vendors. You must inform potential bidders that this solicitation is only open to authorized Master Contractors.
 If you have attached documents as part of the solicitation, the first page must clearly state that bidding on this solicitation is ONLY open to contractors selected for the master contract. Let commodity vendors know NOT to Bid on this solicitation.

IMPORTANT!! These attachments will be visible to the vendor if they are in Approved status when attached.

37. Click the Attachments subtab in the Prepare Solicitations page.
    
    
    
38. (Optional) Click the Create a Document button to add a new document to your solicitation.
    
    NOTE: Uploaded documents cannot exceed 307,200 KB.
    
    
    1. In the Content Editor window that opens, click the link that best describes your document.
       
       
       
    2. Enter information in the document window fields and add the document (Click or Drag to add files button).
        
       NOTE: Make sure you change the document status to Approved so that both team members and vendors can view it.
       
       
       
       
    3. Click the Save & Close button at the top of the window. Your added document displays below the Attachment subtab.
       
       
39. (Optional) Click the Attach Existing Document button to add a document that exists in the Documents tab of your project. The Sourcing Project/Documents window opens and lists any documents you added to the Documents tab.
    
    1. Select one or more checkbox(es) to the left of the document(s) you want to attach and click the Save & Close button at the top of the Sourcing Project/Documents window. The selected document(s) display in a list on the Attachments subtab.
        
       
       NOTE: Only approved documents will be visible to vendors. Documents in Draft status will not be visible. If your document is in draft state, the Type column for your document will be orange and read “Technical Documents (Drafted)”. For Vendors to view your documents, you must change the document from Draft to Approved.
       
       
       
       
40. Click the Save button at the top of the Prepare Solicitation page. 

Send to Vendors 

This process continues from the last step in the previous process. It shows how to notify vendors of your IFB solicitation and how to publish it.

41. Click the Invited Vendors sub-tab and scroll to the bottom of the selected Invited Vendors list.
    
    
    
42. Click the next page number of Vendors at the bottom of the list.
    
    
    
43. Scroll to the top and click the checkbox to the left of the Invited Vendors column header, if not already selected.
    
    
    
44. Repeat Steps 42 & 43 until all your vendors are selected.
    
    
45. Click the Save button at the top of the page.
    
    
46. Click the Send button at the top of the Prepare Solicitation page. A new window opens with your selected vendors.
    
    
    
47. Select the Solicitation Attachments checkbox if you have added attachments for this solicitation and you want them sent in this notification.
    
    
    
48. Click the checkbox at the top of the Send to section to select all the listed vendors.
    
    
    
49. Click the Send and close button at the top of the Solicitation window. This notifies the vendors you selected in the Vendor tab. Two prompts display. Click OK for both.
    
    
    
50. Click the Notify Commodity Vendors button at the top of the webpage. Click OK in the prompt that displays.
    
    
    
51. Click the Publish Notification button that displays. Click OK in the prompt that displays.
     

The solicitation is now published on the eMMA portal.

The Workflow subtab in the Prepare Solicitation tab shows that your message has been sent to your vendors.

Next Steps

Wait for the Due Date to pass and open the solicitations. Analyze Vendor Responses QRG