Overview

This Quick Reference Guide (QRG) is for state users who need to create a PORFP Contract in eMMA.

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

Step-by-Step Instructions

Create a PORFP Contract

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

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.
Click the Contracts tab at the top and select the Create Contract option from the drop-down menu that opens.
Click the Procurement Method field and select the TOR: TASK ORDER RELEASE option from the drop-down menu that opens.
Click the Contract Type Field and select the Secondary Level Agreement option from the drop-down menu that opens.
Enter the information in the fields listed in the Contract Header section. A red asterisk (*) indicates a required field.
1. Contract Title (*): Enter a name for the task order contract in this field.
2. Vendor (*): Enter the Vendor’s SUP number (this means the eMMA Vendor ID) in this field. This ensures that you select the right Vendor.
3. Alternate ID: If there is a FMIS number, or an ID from another site, you can enter it here.
4. Contract Description (*): Enter a description of the contract in this field.
5. Engineer’s Estimate: Enter the engineer’s estimate in this field, if necessary.
6. Procurement Officer/Buyer (*): Enter the Procurement Officer/Buyer for this contract. This person will be assigned the Responsible role for this contract. Your name populates this field by default.
7. Linked Sourcing Project (*): Enter the BPM number (this means the eMMA sourcing project ID) for the secondary sourcing project.
8. Sub-Agreement Type (*): Click this field and select the PORFP option from the drop-down menu that opens.
9. Master Contract (*): Enter the CTR number (this means the eMMA contract ID) for the MASTER contract in eMMA. This ensures you are correctly linked to the right contract.
10. Linked Business Request (*): Enter the PRJ number (this means the eMMA Business Request ID) in this field. This ensures that you are correctly linked to the right business request.
Enter the dates in the fields for the Contract Dates section. A red asterisk (*) indicates a required field.
1. Effective Date (*): Enter the NTP (Notice to Proceed) date in this field. However, you may not have that date available until after this contract is created. You may need to create an amendment to adjust that date when you do get it.
2. Advertise Date (*): Enter the date that this solicitation became public, or was advertised to the public.
3. Award Date (*): Enter the date that this order was signed.
4. Fiscal Effective Date (*): Click this field and select the date when the funding for your project was approved.
5. Expiration Date (*): This is the date that the task order will expire; 60 days from the award date.
6. Actual End Date: Click this field and select the date when the contract actually ends. Or leave blank if unknown.
7. Fully Executed Date: Click this field and select the date when the contract was fully executed. Or leave blank if unknown.
Enter the BPW information in the fields for the BPW section, only if the contract is reviewed by BPW. Some fields may not be editable.
1. BPW Agenda Date: Enter the date that this contract is on the BPW Agenda.
  
  NOTE: There is no difference between the BPW Date field and the BPW Agenda Date field.
2. BPW Item #: Enter the BPW Item number for this Contract.
If you have Options for this contract, enter information in the form fields for the Option & Review Schedule section. A red asterisk (*) indicates a required field. For more information about Options, please see https://bpw.maryland.gov/Pages/adv-1998-3.aspx .
1. Option Type (*): Depending on whether your contract has options, click this field and select either No Options, or Option(s) with Same Terms.
  
  NOTE: If you select Option(s) with Same Terms, optional fields (b) # of Option Periods, and (c) Option Period (months) become mandatory fields. The Total Options Amount field appears in the Negotiated Terms tab and becomes mandatory as well.
2. # of Option Periods: Enter the number of option periods for this contract.
3. Option Period (months): Enter the number of months a contract is extended upon renewal.
4. Review Date: Click and select the date to review this contract. It should be before or on the same as the notice date.
5. Review Period: Enter the time in months (ahead of the minimum notice period) reserved for reviewing the upcoming renewal or termination for the contract.
6. Notification Date: Enter the date that you want the notice sent out. It must be prior or equal to the contract end date or the actual end date.
7. Notification Period (months): Enter the minimum number of months’ notice required before termination or auto-renewal (per the contract).
  PRO TIP: Once you set a review and notification date, eMMA will send you a renewal notification before the option needs to be renewed.
  
  IMPORTANT!! If you have added options to this contract, you must add them to the Negotiated Terms page. Click the Negotiated Terms tab, enter the full amount of the options in the Total Remaining Options Amount field and click the Calculate button.
Enter the information in the fields for the Contract Scope section. A red asterisk (*) indicates a required field.
1. Main Contract Using Agency/Sub-Agency/Site (*): Click this field to open a drop-down menu and select the See All option at the bottom. In the new window that opens, search for the Main Contract Using Agency/Sub-Agency/Site. Use the plus and minus icons to the left of the agencies to expand and collapse them. Select the checkbox to the left of the appropriate agency. The selected agency populates in this field.
2. Agency Specific Contract: Is this an agency-specific contract? Click this field and select Yes or No from the drop-down menu.
3. Additional Contract Using Organizations (*): Click this field to open a drop-down menu and select the See All option at the bottom. In the new window that opens, search for any additional organizations that may use this contract. Use the plus and minus icons to the left of the agencies to expand and collapse them. Select the checkbox to the left of the appropriate agency. The selected agency populates in this field.
4. Commodities (*): Click this field to open a drop-down menu and select the See All option at the bottom. In the new window that opens search for any commodities that pertain to your sourcing project. Use the plus and minus icons to the left of the commodity to expand and collapse them. Select the checkbox to the left of the appropriate commodity. Choose as many commodities as are necessary and close the window. The selected commodity(ies) populate in this field.
5. Functional Area (*): This field is only used in Secondary competitions for IT procurement. Enter your main commodity in this field if this applies to your project.
  
  IMPORTANT!! This Functional Area is not the same functional area that the State Procurement Office may be familiar with. This field offers a list of commodities. Click this field and select your Main Commodity from the drop-down list, for the time being.
6. Award Authority (*): Click this field to open the drop-down menu and select the group with the authority to award the contract.
7. Competitive Bid Solicitation Resulting in Single Viable Bidder: This field relates to whether you received more than one bid for your solicitation. Click this field and select the option Yes or No from the drop-down menu.
8. Category of Work (*):Click this field to open the drop-down menu and select the category of work that pertains to this project. Per Amanda’s instructions, this should be Construction.
  1. Hiring Agreement (*): Depending on your selection for Step 9h, this field displays to the right of the Category of Work field. Click this field and select Yes or No from the drop-down menu.
9. Agency Specific Delegation Categories (*): Click this field to open a drop-down menu. This captures unique agency categories in addition to the work categories listed. Per Amanda H., select DEL unless BPW applies.
10. Contract Reporting Type (*): Click this field and select your contract reporting type from the drop-down menu. In the recorded demonstration, you selected Fixed Price.
11. Address Mail Code: Leave this field blank.
Click the Save button at the top of the Header page.
Click the Additional Information tab on the left-hand side-panel.
Enter the necessary information in the fields for the General and Retainage section. A red asterisk (*) indicates a required field.
1. Green Contract: Is this a green contract? Click this field and select the Yes or No option from the drop-down menu that opens. Please refer to this link for more information, https://dgs.maryland.gov/Pages/GreenPurchasing/index.aspx
2. Is Renewal BPO?: Is this a renewal contract? Click this field and select Yes or No from the drop-down menu that opens. See the link in Step 8 for more information.
3. Non-Visual Access? (*): This is for IT programs that must comply with the requirements for a "non visual" person’s ability to use the system provided. Does the awarded supplier comply with the requirements? Click this field and select Yes or No from the drop-down menu that opens. Please refer to this link for more information https://dsd.maryland.gov/regulations/Pages/21.05.08.05.aspx .
4. Living Wage (*): This is the minimum rate allowed to be paid for services in specific geographic areas to ensure the cost of living is met. Click this field and select Yes or Nofrom the drop-down menu that opens. If you select Yes here, a new mandatory field displays. For more information, please refer to COMAR, Title 21 STATE PROCUREMENT REGULATIONS Subtitle 11 SOCIOECONOMIC POLICIES Chapter 10 Living Wage Authority: State Finance and Procurement Article, Title 18, Annotated Code of Maryland.
  1. Tier Range (*):Click this field and select the appropriate tier from the drop-down menu.
    1. Tier 1: Anne Arundel County, Baltimore City, Baltimore, Howard, Montgomery, and Prince George’s Counties
    2. Tier 2: Any county in the State not included in the Tier 1 area.
5. Revenue Generating: Click this field and select Yes or No from the drop-down menu that opens. Please Refer to COMAR 21.01.03.03 Organizational Applicability: https://dsd.maryland.gov/regulations/Pages/21.01.03.03.aspx
6. Grant Funding?: Is there grant funding for this contract? Click this field and select Yes or No from the drop-down menu that opens. If you select Yes, new fields display in the Program Goals section.
Click the Retainage field in the Retainage section on the right side of the page to open the drop-down menu and select Yes or No from the menu.

NOTE: Additional fields may display depending on the selection you make.
If you selected Yes for Retainage, follow these instructions. If not, skip to Step 15.
1. Click the Retainage Type field to open the drop-down menu and select either F: Fixed Amount or P: Percentage. A new mandatory field opens to the right depending on your selection. Enter the Amount or Percentage required in the field based on your selection. For Retainage Amount (*), enter a dollar amount. For Retainage Percentage (*), enter the percentage amount.
2. Click the Escrow (*) field to open the drop-down menu and select Yes or No from the menu. If you select Yes, a new field displays to the right. Click the Escrow Vendor field and search for the Vendor in charge of escrow for your project.
Click the Save button at the top of the page.

IMPORTANT!! If you skip this step you risk losing your work to this point.
Enter information in the Program Goals section. New fields may display depending on your selections. A red asterisk (*) indicates a required field.

IMPORTANT!! For reporting purposes, you MUST fill out the information for SBR Designation, VSBE Goal, and MBE Goal. These fields are not mandatory in the system, but they are required for reporting by the state.
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. VSBE Goal (*): Does your project have a Veteran-owned Small Business Enterprise (VBSE) goal? Click this field and select Yes or No. If you selected Yes, follow these sub-steps.
  1. The VSBE Goal % (*) field displays. Enter a percentage for your VSBE goal.
  2. The VSBE Waiver (*) field displays in the Waiver section to the right. Click this field and select Yes or No.
    1. If you select Yes, 7 new fields display.
      1. VSBE Waiver Percentage (*)
      2. VSBE Dollar Commitment
      3. VSBE Waiver Request Date (*)
      4. VSBE Waiver Requested Amount
      5. VSBE Waiver Approved Date
      6. VSBE Waiver Approved Amount
4. SBE Goal?: Does your project have an Small Business Enterprise (SBE) goal? Click this field and select Yes or No.
5. DBE Goal?: Does your project have a Disability Business Enterprise (DBE) goal? Click this field and select Yes or No. If you selected Yes, two new fields display:
  1. DBE Participation (%) (*): Enter a percentage for your DBE participation goal.
  2. DBE Waiver (*): This field displays in the Waiver section to the right. Click this field and select Yes or No.
    1. If you select Yes, 6 new fields display in the Waiver section. Enter the appropriate answers in the respective fields as they apply to your project.
      1. DBE Waiver Percentage (*)
      2. DBE Dollar Commitment
      3. DBE Waiver Request Date (*)
      4. DBE Waiver Requested Amount
      5. DBE Waiver Approved Date
      6. DBE Waiver Approved Amount
6. MBE Goal (*): Does your project have a Minority-owned Business Enterprise (MBE) goal? Click this field and select Yes or No. If you selected Yes, three new fields display:
  1. MBE Goal (%) (*): Enter the percentage for your MBE goal in this field.
  2. MBE Sub-Goals: Does your project have MBE sub-goals? Click this field and select Yes or No.
    1. If you selected Yes, six 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. Minority Subcontractor: Click this field and select Yes or No.
  3. MBE Waiver (*): This field displays in the Waiver section to the right. Click this field and select Yes or No.
    1. If you select Yes, six new fields display in the Waiver section. Enter the appropriate answers in the respective fields as they apply to your project.
      1. MBE Waiver Percentage (*)
      2. MBE Dollar Commitment
      3. MBE Waiver Request Date (*)
      4. MBE Waiver Requested Amount
      5. MBE Waiver Approved Date
      6. MBE Waiver Approved Amount
7. Federal Exemption: Does your project have Federal exemption? Click this field and select Yes or No.
8. Federal Funding Split: If your project has Federal funding, enter the split (in decimal form) in this field.
9. Special Funding Split: If your project has special funding, enter the split (in decimal form) in this field.
10. Other Funding Split: If your project has other funding, enter the split (in decimal form) in this field.
11. For the fields at the bottom of this section related to funding, please refer to your fund certification to fill these fields in correctly.
Click the Negotiated Terms tab on the left-hand side-panel.
Enter the total dollar amount in the Contract (Not-to-Exceed) Amount (*) field and click the Calculate button.
Click the Save button at the top of the page.

IMPORTANT!! If you skip this step, you risk losing your work to this point.
Click the Contacts tab on the left-hand side-panel. You will see the selected Procurement Officer/Buyer listed here. By default, they are the Responsible Contact and the “owner” of the contract. This means that any amendments or modifications to the contract must be made through that person.
(Optional) If you want other internal users to be able to view this contract workspace, follow these instructions.

NOTE:Only the Responsible Contact can make changes to the contract. If you do not wish to do this at this time, please skip to Step 22.
1. Click the Select User(s) field in the Internal Team section.
2. Enter the name of the user you wish to add and select them from the drop-down list. The selected user will display in the list as a Contributor.
Click the Save button at the top of the page.

IMPORTANT!! If you skip this step you risk losing your work to this point.

Add Sub Contractors

Click the +Add Sub Contractor button. The Manage Sub Contractors window opens.
Enter the information in the fields under the Sub Contractor Details section. A red asterisk (*) indicates a required field (*).
1. Sub Contractor (*): Enter a term for your sub contractor to search for that vendor in eMMA. You can also click the field and click the See All option at the bottom of the drop-down menu.
  
  NOTE: Clicking See All opens a new window listing all vendors in eMMA. You can search for vendors or browse through the list. Click the checkbox to the left of the vendor entry and close the window to make a selection. Your selection populates in the Sub contractor field.
2. Program Goal Amount (*): Enter the amount for the sub-contracting goal in this field.
3. Award Date: Enter or select the date the contract will be or was awarded in this field.
4. Completion Date: Enter or select the date the Contract will be complete.
5. Description of Work: Enter a brief but detailed description of the work provided by the sub contractor.
Enter the information in the fields under the Program Goals Info section. A red asterisk (*) indicates a required field.
1. MBE Goal? (*): Does this contract have a Minority-owned Business/Enterprise goal? Click this field and select Yes or No from the drop-down menu. If you select Yes, two more fields display.
  1. MBE Sub Goal?: Does this contract have an MBE sub goal? Click this field and select Yes or No from the drop-down menu.
  2. MBE Ethnicity (*): Click this field and enter the MBE ethnicity to which the MBE Goal applies.
2. ACDBE Goal? (*): Does this contract have an Airport Concessions Disadvantaged Business Enterprise goal? Click this field and select Yes or No from the drop-down menu. The default selection is No.
3. VSBE Goal? (*): Does this contract have a Veteran-Owned Small Business Enterprise goal? Click this field and select Yes or No from the drop-down menu.
Once all the required information has been entered, click the Save & Close button.
Click the Sub Contractor tab on the left-hand side-panel to check that the Sub Contractor was properly added. Click the Edit (pencil) icon to the left of the sub contractor entry to make changes.
Click the Save button at the top of the page.

IMPORTANT!! If you skip this step you risk losing your work to this point.
Repeat Steps 23-28 until all the sub contractors are added to the contract.

Price List

Click the Price list tab on the left-hand side-panel.
Click the Create Item button. A popup window displays.
Enter the appropriate information in the fields displayed for the top half of the popup window. A red asterisk (*) indicates a required field. This popup window displays multiple fields that may or may not be useful to you as a user. This QRG only discusses the required fields to add a line item to a contract.
1. Label (*): Enter a label for this item.
  
  PRO TIP - IMPORTANT!! Please make sure this label is unique compared to other items that you may add for this contract. This helps users down the road when purchase orders and invoices are created.
2. Type (*): The default selection in this field is Product. Click the field to select Services from the drop-down menu, if applicable.
3. Commodity (*): Click this field and select the most appropriate commodity code for this item.
Scroll down and enter the appropriate information in the fields displayed for the bottom half of the popup window. A red asterisk (*) indicates a required field. This popup window displays multiple fields that may or may not be useful to you as a user. This QRG only discusses the required fields to add a line item to a contract.

NOTE: Do not select the Lump Sum option for the Unit field. Ea. is selected by default.
1. Label (*): Enter the same label as entered in the top half of this popup window.
2. Vendor(*): This field auto-populates from the awarded contract.
  PRO TIP: Click the blue link icon to the right of the Vendor to view the Vendor profile.
3. Contract: This field auto-populates from the awarded contract. This field ensures that purchase orders and invoices will draw down from the correct contract.
  PRO TIP: Click the blue link icon to the right of the Contract to view the contract.
4. Retail price (tax excl.): Enter the price for one unit of the good or service in this field.
5. Currency*: This field auto-populates as US Dollars or USD. Leave this field as it is.
Click the Save button at the top of the popup window. You may need to scroll down to see the line item.

IMPORTANT!! If you skip this step you risk losing your work to this point.
(Optional) Click the Edit (pencil) icon to the left of the item to make changes.
Click the Save & Close button at the top of the popup window. The line item displays on the Price list page.
Repeat Steps 30-36 to add another item until all the required items are added.

Add Contract Documents

Click the Documents tab on the left-hand side-panel.
(Optional) If you have existing documents on this page, then you will see two buttons to the right of the document; Create New Version and Finalize.
Click the Create New Version button to upload a new version of the document, if necessary.
Click the Finalize button ONLY if this is the final version.

IMPORTANT!! DO NOT CLICK THIS BUTTON if the document needs alterations or signatures. Only click the Finalize button when no further changes or signatures are needed.
Click the + Add Document button. Any attached documents are listed on this page.

NOTE: Uploaded documents may not exceed 307,200 KB.
From the drop-down menu that opens, select the Certificate of Standing option. The Document pop-up window opens.
Enter the appropriate information in the respective fields. A red asterisk (*) indicates a required field.
1. Document Name (*): Enter a name for the document in this field.
2. Summary: Enter a brief summary of the document in this field.
3. Acquired Date (*): This date auto-populates with today’s date. Click this field to select the date that the Certificate of Standing was obtained.
4. Visible to Vendor: You must select this checkbox if you want Vendors to be able to view this document.
5. Click or Drag to add files(*) button: Click this button to browse your device for a file or drag a file to this button to add it.
  
  NOTE: Uploaded files cannot exceed 307,200 KB.
  
  NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
6. Waive Certificate of Standing Requirement: Select this checkbox to waive the certificate of standing requirement. If you select this checkbox, the Reason for Waiver Request (*) field displays. Enter the reason for waiving this requirement.
Click the Save & Close button in the Document pop-up window. The document displays on the Documents page.
Click the In Good Standing button to the right of the Certificate of Standing document you added, if the Vendor is found to be in Good Standing.
Click the + Add Document button to open the drop-down menu and select the Tax Clearance option.
Enter the appropriate information in the respective fields. A red asterisk (*) indicates a required field.
1. Document Name (*): Enter a name for the document in this field.
2. Summary: Enter a brief summary of the document in this field.
3. Acquired Date (*): This date auto-populates with today’s date. Click this field to select a different date.
4. Visible to Vendor: You must select this checkbox if you want Vendors to be able to view this document.
5. Click or Drag to add files (*) button: Click this button to browse your device for a file or drag a file to this button to add it.
  
  NOTE: Uploaded files cannot exceed 307,200 KB.
  
  NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
6. Waive Certificate of Standing Requirement: Select this checkbox to waive the certificate of standing requirement. If you select this checkbox, the Reason for Waiver Request (*) field displays. Enter the reason for waiving this requirement.
Click the Save & Close button in the Document pop-up window. The document displays on the Documents page.
Click the In Good Standing button to the right of the Tax Clearance document you added.
Click the Save button at the top of the Documents page.
Click the + Add Document button to open the drop-down menu and select the Contract Document option.
Enter the appropriate information in the respective fields. A red asterisk (*) indicates a required field.
1. Document Name (*): Enter a name for the document in this field.
2. Summary: Enter a brief summary of the document in this field.
3. Visible to Vendor: You mustselect this checkbox if you want Vendors to be able to view this document. Vendors cannot see the contract document if you do not select this checkbox.
4. Click or Drag to add files (*) button: Click this button to browse your device for a file or drag a file to this button to add it.
  
  NOTE: Uploaded files cannot exceed 307,200 KB.
  
  NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
Click the Save & Close button in the Document pop-up window. The Contracts Document displays on the Documents page. You will see two buttons to the right of the document; Create New Version, and Finalize by PO.

IMPORTANT!!DO NOT click the Finalize by PO button until you have all signatures you need and no more changes to make to the Contract Document.
Click the Save button at the top of the page.
Doublecheck the contract draft and entered information to make sure you’ve made all the changes necessary and have included the proper paperwork.

IMPORTANT!! You will not be able to make changes (without another amendment) once you complete the next step.

Final Steps

Click the Launch Workflow button at the top of the webpage. The contract will follow the workflow and come back to you for the next step. You can check its status by clicking the Workflow tab on the left-hand side panel.

NOTE: If at any point you see the workflow stopped at a point labeled Signature Type?, then the system needs to know how you want your contracts signed.
Click the green Manual button at the top of the Workflow page to obtain a signature manually. The word “manual” here refers to the process of obtaining a signature in ink and paper and/or otherwise outside the system. The Signature Type point turns green after you click this button.

NOTE: The DocuSign functionality is not currently active in eMMA.
Click Save at the top of the webpage. The Buyer must now separately seek required signatures on all documents. The Vendor will receive a notification with a link to the CTR. They’ll need to click the Documents tab, download the contract document, sign it, and upload a new version (signed) to the Documents tab. There are instructions for Vendors on Freshdesk on how to do this.
Once the Vendor has signed and returned all required document(s) to the PO, the Vendor clicks the Vendor Execute button at the top of the screen to move the workflow process forward.

NOTE: The Procurement Officer is responsible for moving the workflow through the process after each required signature is complete and at various points where required. They are also responsible for uploading the final Contract Document in eMMA. The Procurement Officer should be making agency-specific Task Approvals and Form Verifications between each approval from the signatories.
Follow the workflow and make sure to complete the responsive responsibility checks for the vendor.
Once final signed copies of all contract document(s) are received, and all workflow approvals obtained, Buyers should ensure final versions are uploaded and finalized on the Documents tab. Click the document icon under the Download column to view the document.

Click the Edit (pencil) icon to the left of the document to upload newest versions, if necessary.
The Procurement Officer clicks the Documents tab in the left-hand side-panel, and clicks the Finalize by PO button for the Contract Document.

IMPORTANT!! Only click the Finalize by PO button if the document needs no further changes or signatures.
The Procurement Officer clicks the Workflow tab in the left-hand side panel and clicks the Publish button.