How_to_Respond_to_eMMA_Solicitations__for_new_vendors_.pdf

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Attached to
QAEXCA29SB Excavating in Queen Anne's County
Solicitation number
BPM056789
Issued by
Queen Anne's County, Maryland

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Written by GovTribe AI ·

This is a quick reference guide issued by the Maryland Department of General Services, Office of State Procurement, designed to instruct new vendors on the process for responding to Invitations for Bid (IFB) solicitations through the eMMA (Electronic Maryland Marketplace for Procurement) online platform. The guide provides step-by-step instructions for vendors to navigate the eMMA system, add solicitations to their profiles, acknowledge receipt of solicitations, download solicitation contents, and indicate their intent to respond. Vendors are instructed to submit pricing information through either a downloadable pricing grid (Method 1) or by entering prices directly into the system (Method 2), with file size limitations of 300,000 KB for pricing uploads and 307,200 KB for proposal documents. The response submission process requires vendors to complete a "Prepare Response" tab, upload proposal documentation, validate all information for accuracy, and submit their bids before the established due date, at which point they will receive email notification regarding contract award determinations.

The guide emphasizes that Google Chrome is the recommended browser for optimal system performance and directs vendors to contact the eMMA helpdesk at emma.helpdesk@maryland.gov for technical assistance. Vendors have the option to modify and resubmit their responses at any time prior to the solicitation deadline. The document specifies that only price fields should be adjusted in the pricing spreadsheet template and that no other modifications to the spreadsheet format are permitted. The related contract opportunity involves excavating services in Queen Anne's County, Maryland, requiring labor hours for excavator equipment with one operator meeting specific equipment specifications (18-ton minimum weight with 18-foot minimum reach and 24-inch-wide scoop bucket), designated as a small business reserve with prohibitions on subcontracting and equipment rental, mandating that vendors own and operate the excavating equipment directly.

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Other files

File Type Posted
Exhibit_2_-_Sample_Contract_revision_2024_Small_Procurement__no_action_needed_.pdf PDF
Attachment-I.-Conflict-of-Interest-Affidavit__Required_.pdf PDF
MD_WORKS_WAIVER_March_2026_to_Feb_2027.pdf PDF
QAEXCA29SB_Price_form.xlsx XLSX spreadsheet
QAEXCA29SB_IFB.pdf PDF
Attachment-A.-Bid-Proposal-Affidavit__Required_.pdf PDF
Appexdix_2_-_Price_form_instruction__for_new_vendors_.pdf PDF
Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1__optional_.pdf PDF
QAEXCA29SB_IFB.docx DOCX document

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Responding to Solicitations - IFB (Vendor)

Modified on: Fri, 29 Dec, 2023 at 9:32 AM

Overview

This Quick Reference Guide (QRG) is designed to help Vendors understand how to respond to an IFB (Information for Bid) in eMMA. An Invitation for Bid, or sealed bid, is a call to Vendors to prepare and submit a response for a specific solicitation project.

To bid on the solicitation, you must first add it to your profile. Click this link for instructions (https://www.google.com/url?

q=https://mdprocurement.freshdesk.com/a/solutions/articles/70000592964&sa=D&source=docs&ust=1703861022557217&usg=AOvVaw27mapeBnHrnmB_TkfKCWFn).

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

Responding to Solicitations IFB (Invitation for Bid): Prepare and Submit Response

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 respond to the explanations below the diagram. A red asterisk (*) indicates a mandatory field.

1. Navigate to eMMA at https://emma.maryland.gov (https://emma.maryland.gov) and click the Public Solicitations button on the right-hand side.

2. Use the Search fields to search for the solicitation.

PRO TIP! You can also use the link, in the notification email you received regarding the solicitation, to find it.

HelpHelpHelp

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 1/8 https://www.google.com/url?q=https://mdprocurement.freshdesk.com/a/solutions/articles/70000592964&sa=D&source=docs&ust=1703861022557217&usg=AOvVaw27mapeBnHrnmB_TkfKCWFn https://www.google.com/url?q=https://mdprocurement.freshdesk.com/a/solutions/articles/70000592964&sa=D&source=docs&ust=1703861022557217&usg=AOvVaw27mapeBnHrnmB_TkfKCWFn mailto:emma.helpdesk@maryland.gov https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022676994/original/CR-91RTjuEmjYxJ_yecLckxgiZLit3002w.jpeg?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022676994/original/CR-91RTjuEmjYxJ_yecLckxgiZLit3002w.jpeg?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022676998/original/OBLyhtPf0vVmBb6RyGw51m0-c1_S9K9wRA.jpeg?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022676998/original/OBLyhtPf0vVmBb6RyGw51m0-c1_S9K9wRA.jpeg?1648482261 https://emma.maryland.gov/ https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677005/original/PjO1e0xw3dTzYcSGT5QMnCreD_4kF47YxQ.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677005/original/PjO1e0xw3dTzYcSGT5QMnCreD_4kF47YxQ.png?1648482261

3. Click the blue hyperlink under the Title column to view or respond to a solicitation. The details of the solicitation you select displays.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 2/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677004/original/xHoJYY0WjkUdycF49iAN1i8oSm6mn8o6_Q.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677004/original/xHoJYY0WjkUdycF49iAN1i8oSm6mn8o6_Q.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677001/original/Y7UjdEgBrNwP976tijdTN8kYudUzIhkr6Q.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677001/original/Y7UjdEgBrNwP976tijdTN8kYudUzIhkr6Q.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677003/original/HDsgHa286k2z_mukuLtUxlWyp3DwbALoXQ.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677003/original/HDsgHa286k2z_mukuLtUxlWyp3DwbALoXQ.png?1648482261

4. Click the Add to My Solicitations button. A new window opens and asks you to log in or register.

5. Enter your eMMA credentials in the Login and Password fields and click the Login button.

6. Click the I acknowledge receipt of this Solicitation button.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 3/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677002/original/EcUWNikD4oawx8wNPNZTICZDHTBnAwhuaw.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677002/original/EcUWNikD4oawx8wNPNZTICZDHTBnAwhuaw.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677006/original/QkhVioCW0v7mIfnnswJj2Vx-GfeFuUsMmw.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677006/original/QkhVioCW0v7mIfnnswJj2Vx-GfeFuUsMmw.png?1648482261 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677009/original/m53tNGmfHYYMKv2T-oYixs2c0e_DTUy7ag.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677009/original/m53tNGmfHYYMKv2T-oYixs2c0e_DTUy7ag.png?1648482262

7. Click the Download Solicitation Contents button at the top to download a zip file of the solicitation attachments.

PRO TIP! Scroll to the bottom of the Solicitation Info tab and click the blue links in the Attachments section. This lets you download each attachment individually.

8. Scroll to the top and click the radio button WILL RESPOND: our intent is to respond to this Solicitation, then click the Submit button.

NOTE: If you choose not to respond to this solicitation, click the NOT RESPOND: we will not be able to respond to this Solicitation radio button. A window opens. Enter a brief reason as to why you will not respond and click OK.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 4/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70079878639/original/JDEwuEHbJHwySF1sFxef2obmFWQ2GnjHiQ.png?1703797493 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70079878639/original/JDEwuEHbJHwySF1sFxef2obmFWQ2GnjHiQ.png?1703797493 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70079878642/original/P4KW0al_RsstsYcdw-irkoaraS6ihux8hQ.png?1703797493 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70079878642/original/P4KW0al_RsstsYcdw-irkoaraS6ihux8hQ.png?1703797493

9. Click the Pricing tab on the left-hand side-panel. From here, you have two options for submitting pricing:

a. Method 1:

i. Click the download icon to download the pricing grid and follow the instructions to complete the grid and upload the adjusted copy to eMMA

ii. Click the Click or Drag to add a file button to upload the finished copy. Once you upload the pricing grid, the fields in the pricing subtab below will populate based on the pricing grid you uploaded.

IMPORTANT: Only adjust the price fields in the spreadsheet. You will not be able to upload the document if anything else is changed in the spreadsheet.

NOTE: The uploaded document or file size must not exceed 300,000 KB.

b. Method 2:

i. Scroll down to the Pricing subtab and enter the price per one unit for each listed item in its respective field.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 5/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677010/original/5OjTyTRU5WAO2rlmxBRO981A5Rjsyae6XQ.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677010/original/5OjTyTRU5WAO2rlmxBRO981A5Rjsyae6XQ.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677016/original/_zRDch2kfprfIwtKIHc4qaXAnoExJ6mCkA.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677016/original/_zRDch2kfprfIwtKIHc4qaXAnoExJ6mCkA.png?1648482262

ii. Click the Save button. The Total per currency field displays the total cost of your estimate.

10. Click the Prepare Response tab on the left-hand side-panel.

11. (Optional) Enter a description for your response in the Description field.

12. Prepare your proposal response and upload it to eMMA. Click the Click or Drag to add a file button.

NOTE: You cannot upload documents over 307,200 KB in size.

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

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 6/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677014/original/_gicdsr4TCIAE2c2zlConewLuQ4M25gtsQ.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677014/original/_gicdsr4TCIAE2c2zlConewLuQ4M25gtsQ.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677011/original/BYEuHsGvKjrnnG1D6SaM9FUrLeQyecaC8Q.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677011/original/BYEuHsGvKjrnnG1D6SaM9FUrLeQyecaC8Q.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677020/original/nvVaAdlqR6LbjqTMhDbgq1ySU0vA9flYLA.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677020/original/nvVaAdlqR6LbjqTMhDbgq1ySU0vA9flYLA.png?1648482262

13. Doublecheck the uploaded and entered information for accuracy.

14. Click the Validate and Submit button.

15. A popup displays asking, Do you really to want to submit your bid/proposal response? Review the attachments and items filled Click the Yes, Submit button to submit your response. A banner shows at the top of the page to confirm submission and a timestamp.

16. Click the Save button at the top of the page.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 7/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677022/original/ss7PjUm1Jm0lvOJdTLp1iWsbUk28SOnFEg.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677022/original/ss7PjUm1Jm0lvOJdTLp1iWsbUk28SOnFEg.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677021/original/Cl0KORcBdzqIwlILttWML8LxU4H1RFjx1g.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677021/original/Cl0KORcBdzqIwlILttWML8LxU4H1RFjx1g.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677023/original/wsIHlTaIQhlCgHY6j5jVKIEgM1IjZ7Mp0w.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677023/original/wsIHlTaIQhlCgHY6j5jVKIEgM1IjZ7Mp0w.png?1648482262

You have now responded to an IFB Solicitation in eMMA.

If you wish to change something in your response at this point, you can resubmit your altered response before the due date.

The system will notify you via email if you’ve been awarded the contract.

2/20/25, 10:12 AM Responding to Solicitations - IFB (Vendor) : Maryland DGS - Office of State Procurement (OSP) https://mdprocurement.freshdesk.com/support/solutions/articles/70000592965-responding-to-solicitations-ifb-vendor- 8/8 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677024/original/D3xdOzB7D-xYx3WLNprZXsGBomeKRSNLjw.png?1648482262 https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/70022677024/original/D3xdOzB7D-xYx3WLNprZXsGBomeKRSNLjw.png?1648482262

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