We recently had the privilege of working with a client on their sixth project with us. This opportunity gave us a chance to reflect on why we started our business in the first place: to help companies navigate the complexities of print procurement and infrastructure. Since then, we’ve worked with many clients across all types of procurement—everything from materials to managed services. But that’s a story for another day.
So, why do we still focus on print procurement? From a client’s perspective, print often feels like a “set it and forget it” part of the business. It’s a functional necessity, but typically not a top priority. At its core, all we want is for our printers or copiers to work when we need them, with minimal downtime. However, we all know that any machine, especially electronics, will have its moments of failure. The real challenge is how to deal with that downtime when it inevitably happens.
Why Do Print Vendors Matter?
For many businesses, choosing the right print vendor can feel like a secondary concern. But if you’ve ever had a bad experience with an unreliable vendor, you know how frustrating—and costly—it can be. That’s where we come in. Our goal is to help clients select the right devices and services for their specific needs, so they don’t get stuck with a solution that doesn’t work for their environment.
But what really drives the success of a print solution? In the end, it’s all about what you, the end user, need. A shiny brand name or flashy logo on a printer doesn’t matter if the device isn’t suited to your business. If you put a vendor in a situation where they can’t succeed, they won’t. On the other hand, even a vendor you’re not fond of can thrive if they’re placed in an ideal situation with the right tools and support.
How Do We Source the Right Vendor?
Think of sourcing vendors like filling a jar with marbles. Each marble represents a potential vendor, and each stipulation we put on a contract is like placing a stick across the top of the jar. The more stipulations we add, the fewer vendors can make it into the jar.
For example, let’s say we have the following stipulations:
- Fixed contract
- 30-day written notice of cancellation
- 95% uptime guarantee
- No toner delivery fees
These requirements narrow down the pool of possible vendors, ensuring that we’re only working with those who can meet these standards. From there, we cross-reference details like:
- Average response times
- Number of devices in the field
- Devices per technician
These factors are crucial to ensuring that we choose vendors who can meet your specific needs and help you make an informed decision.
The Cost Breakdown: What Makes the Difference?
Here’s our real-world example. We were tasked with replacing a high-volume, 55-page-per-minute color copier with a finisher (internal or external). Here are the total costs for a multi-year term:
- Canon: $19,620
- Sharp: $17,460
- Kyocera: $16,380
- Xerox: $10,773
What explains the 52-82% price differences? The answer lies in several factors:
- Vendor Relationships: Xerox, the incumbent, was able to offer additional value because of existing contracts and equipment under management. They provided additional functionality on devices already in place, which made their offering more competitive.
- Timing: Timing matters when it comes to procurement. Much like anything else, there are better times to buy—such as the end of the month, end of the quarter, and fiscal year end. This timing can sometimes influence pricing, discounts, and promotions.
- New vs. Last-Gen Models: Some of the devices offered were new models, while others were older, last-generation machines. Newer models often come with higher costs but may also offer better performance and longer-term savings.
- Direct Manufacturer vs. Distributor: The channel you purchase through can impact pricing and support. Direct purchases from manufacturers can sometimes be more expensive, but distributors may offer more flexible options and potentially lower upfront costs.
In this case, the client was able to replace their existing machine, stay well within budget, and strengthen their relationship with a trusted vendor—without overloading their internal resources. How? By leveraging third-party procurement support through D.E. Bottom Line Consulting.
Need Help with Your Print Procurement?
If you’re navigating the world of copiers and printers and could use some help with your procurement process, feel free to reach out. We’re here to make sure you get the right devices for your environment at great value.
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With decades of experience, we understand the process of procurement and how to make it work for your organization.