If you're evaluating managed print services proposals for a print fleet refresh, pricing alone shouldn't drive your decision. Differences in equipment, service levels, security capabilities and contract terms can significantly impact the value your organization receives.
In case you're still developing vendor requirements, our article, What to Include in a Managed Print Services RFP can help you establish clear evaluation criteria.
To make a more informed decision, compare each proposal based on total value, service quality, security and long-term business fit, not just monthly cost.
Here’s what you’ll need to know:
When comparing managed print services proposals, it's important to make sure you're evaluating equivalent recommendations. Two providers may assess your environment differently, resulting in proposals with different device counts, equipment models, service levels or projected print volumes. Those differences can make one proposal appear less expensive, even if it delivers less value.
Before comparing pricing, review whether each provider considered the same locations, users and business requirements. Understanding the scope behind each recommendation will help you identify meaningful differences and make a more informed decision.
Key Takeaway: Before comparing costs, confirm that each proposal is based on the same business needs, print volumes and service expectations. A lower price may simply reflect a different scope of services or equipment.
A low monthly payment may look appealing, but it's only one piece of the picture. When comparing managed print services proposals, consider the total cost of ownership over the life of the agreement. Factors such as equipment leases, print volume allowances, overage charges, implementation fees and support costs can significantly impact your overall investment.
Also consider evaluating the potential savings from improved efficiency, reduced downtime and optimized device placement. Focusing solely on the monthly price can make it easy to overlook costs, or savings, that become more apparent over time.
Key Takeaway: The best value isn't always the lowest monthly price. Compare the total financial impact of each proposal to understand which solution delivers the greatest long-term return.
The quality of service behind a managed print program can have a significant impact on employee productivity and user satisfaction. As you compare managed print services proposals, look beyond the equipment itself and evaluate how each provider delivers support. Response times, service level agreements (SLAs), technician availability and escalation procedures can vary considerably between providers.
It's also helpful to understand whether support is delivered locally, remotely or through a combination of both. A strong service model can minimize disruptions, resolve issues more quickly and help keep your print environment running efficiently.
Key Takeaway: Reliable service and support can be just as important as the technology itself. Look for a provider that offers responsive support, clear service commitments and the resources to keep your organization productive.
Printers and multifunction devices are often connected to your network, which makes security an important consideration when evaluating managed print services providers. As you compare proposals, look for security features such as user authentication, secure print release, data encryption and proactive firmware updates.
It's also worth asking how each provider helps protect sensitive information and address evolving security risks. If your organization operates in a regulated industry, be sure to understand how the provider supports compliance requirements and security best practices. A strong security strategy can help reduce risk while protecting both your data and your reputation.
Key Takeaway: Managed print security goes beyond the device itself. Look for a provider that takes a proactive approach to protecting data, reducing risk and supporting your organization's compliance goals.
Managed print services agreements can vary significantly, so it's important to look beyond pricing and understand the contract details. As you compare proposals, pay attention to the length of the agreement, renewal terms and any provisions for adjusting your fleet as business needs change. You should also review how each provider handles equipment upgrades, adding or removing devices and support for future growth.
Finally, be sure to understand any termination clauses, buyout requirements or other commitments that could affect your flexibility down the road. A well-structured contract should support your organization both today and in the future.
Key Takeaway: The right contract balances stability with flexibility. Look for terms that allow your print environment to evolve as your business changes, without creating unnecessary restrictions or costs.
A managed print services provider should do more than maintain devices and replenish toner. The right partner will take time to understand your business goals and identify opportunities to improve efficiency, reduce costs and support future growth. As you compare managed print services proposals, consider whether each provider offers ongoing fleet optimization, reporting, workflow recommendations and strategic guidance.
You should also evaluate their approach to account management and continuous improvement. A provider that is invested in your long-term success can help your organization adapt as technology and business requirements evolve.
Key Takeaway: The strongest managed print services providers act as strategic partners, helping your organization improve performance and plan for the future, not just manage printers.
When comparing managed print services proposals, it's important to look beyond price and focus on overall value. The right provider should offer a combination of reliable service, strong security, flexible contract terms and ongoing support that aligns with your business goals.
At Gordon Flesch Company, our managed print services help organizations reduce downtime, control costs and free up internal IT resources for higher-priority initiatives.
Contact Gordon Flesch Company for a no-obligation Business Technology Needs Assessment and discover opportunities to improve efficiency, reduce costs and optimize your print environment.
