Procurement & Payments

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Office Max Substitution Program FAQs

  • Questions and answers related to the OfficeMax product auto-substitution program.
  • Questions related to adding or removing products from the auto-substitution list. 

There is no system provision for the purchaser to override the product substitution at the time of placing the order.  Should the product substituted
be of a substantially inferior quality or not usable for its intended purpose, the product may be returned to OfficeMax for a refund. If a product is found to be substantially inferior in quality and not usable, the product should reported to the campus procurement office. Products that are reported as such may be removed from the auto-substitution list for all campuses.  On a case-by-case basis, campus procurement offices may individually order items while an auto-substituted product is being reviewed.

Q. Can a campus choose to not participate or limit the items being auto-substituted?

                No.

Q. Can a campus choose to have an auto-sub for the lowest cost OfficeMax recycled product if the user chooses a virgin product?

                Yes, campuses procurement offices may request addition products
                be added to the auto-substitution list for individual campuses and
                generate additional savings.

Q. Can a campus choose to add additional items to their auto-substitution program?

                Yes, campuses procurement offices may request addition products
                be added to the auto-substitution list for individual campuses and
                generate additional savings.

Q. If the OfficeMax auto-sub product is not the same quality as the product originally requested, how can I override the inferior auto-sub product?

                Overrides are not available to the purchaser.  See the general
                statement above.

Q. What if I order an item and, once delivered, I find I am unable to use the item for my purpose; I must have the original product.  What do I do?

                Overrides are not available to the purchaser.  See the general
                statement above.

Q. What is the process to get an item removed from the auto-sub because of a quality issue?

                Overrides are not available to the purchaser.  See the general
                statement above.

Q. If I want product X because of its unique features compared to OfficeMax product Y, how can I order product X?

                Overrides are not available to the purchaser.  See the general
                statement above.

Q. Can I override this auto-sub for a made in the USA product, instead of a product made overseas?

                Overrides are not available to the purchaser.  See the general
                statement above.

Q. My department tried to utilize the non-named brand blank DVD media and it had too high of a failure rate, if this is an auto-sub item how do we get an exemption if the product is deemed unacceptable for department needs?

                See the general statement above.

Q. I’ve noticed that Office Max brand items typically ship from Illinois, will this auto-sub change mean longer wait time for items needed?

                No, OfficeMax is required to provide next day delivery on items
                typically in stock.  If, consistent shipping delays are encountered,
                the campus purchasing office should be notified.  Arrangements
                will be made for that product to be stocked in greater supply, or
                removed from the auto-substitution list.

Q. Most CSU campuses are using an OfficeMax auto-substitution program for lower cost printer toner products.  Does this program affect the current toner program?

                No, the auto-substitutions in the OfficeMax toner program will
                not be changed.  That program will also be separately managed
                and monitored.

QUESTIONS RELATED TO USING OTHER OFFICE SUPPLY VENDORS:

Q. Can campuses go elsewhere to obtain these office products?

                No, OfficeMax is the CSU’s primary contracted source for office
                supplies.  The competitively bid contract provides the greatest
                overall discounts and pricing on office products available to the CSU.

Q. How will the committee responsible for implementing this program, ensure that campus users don’t utilize P-cards to buy preferred items from OfficeMax or any other office products retail stores?

                With the help from the bank issuing CSU’s procurement cards, the
                CSU will monitor, at the cardholder level, changes inspending from
                other office supply vendors.

Q. Does the auto-sub program change pricing discounts presently received by using the Retail Connect Card at the retail stores?

                No, any product in the OfficeMax retail store will be priced at the
                same whether purchasing online of in the physical store.  The
                different will be that some name brand products that are being
                substituted at the contracted price.