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Buy Office Supplies

All departments must purchase general office supplies, which include paper and toner, from Ball Office Products and Guy Brown Products. Non-general office supplies (printers, scanners, software, break-room supplies) may be purchased from Ball and Guy Brown, or they may be purchased from non-office supply vendors. Specialty items that are not found in either Ball or Guy Brown’s Punch-Out catalog may be purchased from non-office supply vendors. No purchases from any other office supply vendor are allowed.

Step by Step

Important

  • The use of a P-Card is required for all purchases, unless the purchase exceeds the $5K P-Card transaction limit.
  • Personal reimbursements for purchases of office supplies are not permitted.

Ball Office

  1. View Contract Number and Pricing

    Contract Number: 3795434-02

    For corporate security reasons, instructions on how to view Ball Office’s contract pricing is password protected and can only be accessed with your VCU eid login information.

    Product catalog: Ball Office Product’s Product Catalog can be ordered at no cost through the eVA punchout catalog with part number: DLR07GL.

  2. Purchase and Payment

    eVA
    The preferred option for the purchase of office supplies is through the eVA Punch-Out Catalog. Those with eVA access must purchase through the Ball Office Products eVA Punch-Out Catalog. To locate Ball’s Punch-Out Catalog in eVA, users must select “Punch-Out Catalogs” and enter “Ball” in the search field and then select the Punch-Out Catalog that says “For VCU Use Only.” The use of a P-Card is required for all purchases, unless the purchase exceeds the $5K P-Card transaction limit. Purchasing encourages departments to be mindful of P-card limits and request increased limits as needed to comply with the P-card requirements.

    Ball Website
    Those without eVA access may order directly from the Ball’s websites in accordance with the instructions below to ensure orders are placed using the VCU contracts. Any purchase made through the vendors’ websites on a non-grant coded index must have a confirming PCO order entered into eVA prior to the end of the P-Card statement cycle. The PCO number must be recorded on the P-Card log.

    Users should follow these instructions to place orders via the Ball website.

    • Individuals in the department ordering office supplies should call 204-1774 or email VCU@BallOP.com to request a password. Passwords are specific to each individual.
    • Click “Login”, located on the right end of the black bar near the top of the screen.
    • When the Login screen appears, enter A23600 for the account code and the password Ball has provided.
    • The password will be specific to the individual.
    • There are tabs for quick orders, item search, and lists (Company List shows Core Items).
    • After the individual commits the order, a final screen appears where the individual can enter a purchase authorization (name, purchase order number, etc.).
    • A special instruction/comment field is available if there is anything the individual wants to note.
    • The individual then will be able to click on “credit card” and enter credit card information.
  3. Contact Information

    Initially, departments should email VCU@BallOP.com or call (804) 204-1774, and a Sales Representative will be assigned to your department.

    Customer service representatives (direct contact information):

    Darlene French
    Darlene@BallOP.com  

    Tracey Kidd
    Tracey@BallOP.com

    Nicole Kline
    Nicole@BallOP.com

    David Richardson
    David@BallOP.com

    Michael Hancock
    Michael@BallOP.com

    Melissa Ball
    Melissa@BallOP.com

Guy Brown

Guy Brown is undergoing an Ordering Update. Please click here for more details and user guides.

 

  1. View Contract Number and Pricing

    Contract Number: 3795434-01

    For corporate security reasons, instructions on how to view Guy Brown’s contract pricing is password protected and can only be accessed with your VCU eid login information.

    Product catalog: Guy Brown Product’s Product Catalog can be ordered at no cost through the eVA punchout catalog with part number: J9GuyBrown11.

  2. Purchase and Payment

    eVA
    The preferred option for the purchase of office supplies is through the eVA Punch-Out Catalog. Those with eVA access must purchase through the Guy Brown eVA Punch-Out Catalog. To locate Guy Brown’s Punch-Out Catalog in eVA, users must select “Punch-Out Catalogs” and enter “Guy Brown” in the search field and then select the Punch-Out Catalog that says “For VCU”. The use of a P-Card is required for all purchases, unless the purchase exceeds the $5K P-Card transaction limit. Purchasing encourages departments to be mindful of P-card limits and request increased limits as needed to comply with the P-card requirements.

    Guy Brown Website
    Those without eVA access may order directly from the Guy Brown website. Requests for Guy Brown website ordering registration must be sent to D’Juan Thomas at (202) 412-5384 or DJuanThomas@guybrownproducts.com. Any purchase made through the vendors’ websites on a non-grant coded index must have a confirming PCO order entered into eVA prior to the end of the P-Card statement cycle. The PCO number must be recorded on the P-Card log.

  3. Contact Information

    Customer Service, Bristol, Virginia: (800) 564-8008

    D’Juan Thomas, Account Executive
    Phone: (202) 412-5384
    Email: DJuanThomas@guybrownproducts.com

Urgent Needs:

Same-day delivery: Both vendors provide standard next-day delivery. Departments should plan sufficiently in advance to place orders for next-day delivery. However, when circumstances require it, purchases may be made under the Ball contract for same-day delivery if the order is placed by 10:00am.

Retail Connect Card: The Retail Connect Card that was associated with OfficeMax is no longer available. Guy Brown is working to have a new retail connect card associated with Staples in force and available by August 19th, 2014.

FAQ


I am having trouble accessing the Ball and/or Guy Brown Punch-Out catalogs in eVA.
You are probably experiencing a browser issue. To fix, you should follow the instructions under the “Supported Browsers and Settings” link on the eVA homepage (screenshots below). If that does not work, then you should call eVA Customer Care at 804-371-2525 to have it fixed. If you are still experiencing issues after speaking with eVA Customer Care, please contact Gary Gulliksen at gsgulliksen@vcu.edu.

Try the eVA Browser Check or scroll further and find your browser and check your setting:


I found the same office supply item at a lower price through another office supply vendor. Can I buy it from the other office supply vendor?
No. No purchases from any other office supply contract and/or vendor are allowed. Pricing was negotiated based on VCU’s aggregate spend, not by line item. University Purchasing encourages departments to purchase off the Core Item list whenever possible. Also, Ball Office Products offers generic brand items as part of this contract. Purchasing encourages departments to ask their sales representatives for more information regarding the generic brand items and purchase the generic brand whenever possible for further cost savings.


My department currently has Dell printers which require Dell toners. Can I purchase the toners from Dell?
If your department has a model which requires Dell toners, then you may purchase through Dell. However, many Dell printers now work with substitute brand toners. If your department has a model that has substitutes available through Ball or Guy Brown, you should purchase through the office supply contract. Departments can check to see if substitute toners are available on the Ball Office Products Punch-Out catalog and website. After logging in, go to the “Machine Matching” tab on the left of the screen, and then match the equipment type, manufacturer, and model. Models not listed do not have substitutes. Departments may also inquire through the Purchasing department regarding the compatibility of specific models by sending the model number to gsgulliksen@vcu.edu.

University Purchasing encourages departments to research the life cycle cost of purchasing Dell printers which require Dell toners versus the life cycle cost of other brands of printers to ensure the most cost-effective procurement decisions are being made.

Toners for any piece of office equipment that has an established Service Agreement through the manufacturer which specifies the toner or includes the toner as part of the Agreement shall be purchased through the Service Agreement.


Do I have to purchase break-room (coffee, candy, paper plates, plastic utensils, etc.) and cleaning supplies through this contract?
The intent in establishing this contract is to cover the purchases of general office supplies. Break-room supplies such as coffee, candy, food, paper plates, plastic utensils, paper towels, napkins, and cleaning supplies may be purchased from Ball or Guy Brown, or they may be purchased from another source (grocery store, drug store, Wal-Mart, etc.) as long as that source is not another office supply vendor (Office Depot, Staples, Ribbons & Rolls, etc.).


Are orders purchased by MCV Foundation a part of this contract?
No. The contract does not apply to orders purchased and paid through MCV Foundation, MCV Physicians, or MCV Hospital.


Who do I contact for questions regarding the office supply contract, P-Card, and eVA issues?
For questions regarding the office supply contract, please contact Gary Gulliksen at gsgulliksen@vcu.edu.

For questions regarding the P-Card program (including obtaining a P-Card or increasing limits to a current P-Card), please contact corpcard@vcu.edu.

For eVA performance issues, please contact eVA Customer Care at 804-371-2525 or eVACustomerCare@dgs.virginia.gov.


Do I have to purchase furniture from Ball or Guy Brown?
Departments may obtain quotes and place orders with any vendor that sells office furniture up to $10,000. Furniture orders over $10,000 must be placed with Virginia Correctional Enterprises (VCE) when VCE can meet the requirements. If VCE cannot meet the requirements, a VCE release must be obtained prior to the order being approved. Departments are encouraged to seek competitive pricing in the marketplace to manage costs for VCU.


What documentation should I use for my P-Card reconciliations?
Invoices will not be sent for PCOs. Back-up documentation for the P-Card reconciliation is the printed copy of the PCO and all packing slips associated with the order. Packing slips must have the signature of the individual in the department who has received the items.

For those end-users without eVA access who purchase using grant funds through the vendors’ websites, documentation for the P-Card reconciliation must include a print-out of the order confirmation with order details from the vendor’s webpage and all packing slips associated with the order. Packing slips must have the signature of someone in the department who has received the items.


Why was my virgin paper automatically replaced with recycled paper?
The office supply vendors have been instructed by VCU Purchasing to automatically substitute virgin paper orders with equivalent grade recycled paper (at least 30% recycled content) in order to comply with the VCU requirement to purchase only recycled paper in support of sustainability initiatives.


Do I have to purchase toner through Ball or Guy Brown?
Yes. All toner cartridge purchases must be made through Ball Office Products or Guy Brown Products. The LaserServ contract for toner cartridges has expired and will not be renewed.


Are printer repair services included as part of the Office Supply contract?
No. Printer repair services are not included in the Office Supply contract. Departments may use the vendor of their choice within department delegation.


What if Ball or Guy Brown cannot provide an item?
All departments must purchase general office supplies, which include paper and toner, from Ball Office Products and Guy Brown Products. Non-general office supplies (printers, scanners, software, break-room supplies) may be purchased from Ball and Guy Brown, or they may be purchased from non-office supply vendors. Specialty items that are not found in either Ball or Guy Brown’s Punch-Out catalog may be purchased from non-office supply vendors. No purchases from any other office supply vendor are allowed. If the only source that can provide the item is another office supply vendor, then you must contact Gary Gulliksen at gsgulliksen@vcu.edu, sufficiently in advance of the requirement. All paper purchases must be made from Guy Brown or Ball, except for the purchase of palletized paper, when the pricing is lower for palletized paper on other established paper contracts.


Why aren’t my items being delivered to where I want them?
Please ensure that the “Ship-To” and “Deliver-To” information on purchase requisitions accurately reflect where the order needs to be delivered. The “Ship-To” location must be the physical location (address). The “Deliver-To location” must be the room number and name of the person to whom the delivery should be made once inside the building. Purchasers who order office supplies for multiple delivery locations need to select the appropriate “Ship-to” address for each order. Separate purchase orders need to be made for each delivery location. If items need to be delivered to a location that is not loaded in eVA, please contact evapurch@vcu.edu and request that location be added. This addition will take overnight to show in eVA.

For More Information

procurement servicesUniversity Purchasing »
10 S. 6th Street
Richmond, Virginia 23219