MFD Lease - How Long?

[cnc]

Hi All,

 

We are just looking at renewing our MFD lease.

 

Always traditionally gone for 3 years (Sharp devices) but looking at Canon devices which are more expensive, but better in terms of reliability.

So, looking to spread the lease costs over a longer term.

 

I am comfortable going for 4 years but 5 years seems a big jump from what we are used to.

 

What is the consensus on lease term length? Is 5 years the norm? Do you experience more reliability issues in year 5?

 

Just wondering how often you refresh your MFDs and print room kit?

 

Thanks!

[mrbios]

Depends what the volumes you put through them are like. I wouldn't want to go longer than 3 with ours because the volumes are high enough that the third year is often a real pain, but if you find that in year 3 your copiers are doing fine, then no harm in looking at 4.

 

I'm not sure what criteria you're basing the Canon ones being more reliable on, but i'd err on the side of caution regarding price=reliability if that's the only metric. My last experience of Canon devices wasn't great at all. Found Kyocera to be more reliable and cheaper, though still not perfect by any stretch.

[Jamman960]

I think device reliability is often determined more by the company providing the maintenance than the devices themselves at times, I found Toshiba devices to be very reliable with our chosen supplier, when they got taken over by apogee things went down hill, we then changed to Sharp devices with a decent supplier and once again found them to be fantastic.

[MYK-IT]

Go via a DfE approved procurement framework (https://find-dfe-approved-framework.service.gov.uk/find/type/buying/what/ict/ict-categories/mfd).

 

You can either direct award, or get quotes from many suppliers etc - plus benefit from:

 

- Pre-defined SLAs etc. e.g. response times / fix times / If product breaks X times, must be replaced

- Consumables included e.g.(cost of) staples

- Fixed costs for duration of Operating Lease

- Invoicing via Framework Provider (e.g. CPC) e.g. rental and click charges (whereas sometimes suppliers ask schools to sign for and be liable for the (payment of the) hardware lease separately)

- No additional costs at end of period to return MFDs/Printers to supplier (e.g. all included with costs / T&C's of contact).

 

As far as lease period (3 or 5 years etc) the onus is on the supplier to recommend suitable make/model of MFDs/Printers that will last the duration, expected number of prints and to adhere to the contracts SLAs etc.

Edited June 19, 2024 by MYK-IT

[MatthewL]

I've used various machines and had various contracts over the last 20 years and for me Sharp stands out, you can easily get 5 years out of them but I wouldn't want anymore. The only exception to that would be devices in print rooms unless they well maintained by the supplier. I have seen larger machines with 8 million+ on. Sharp do have or did set out what each machine is capable of volume wise.

 

I have the latest range on a 40ppm and had previous ones and some of them where 6+ years old and we only replaced as we had budget available as we purchase ours out right if it wasnt for that I wouldn't of bothered replacing.

[pete]

We've found 4 years is about the sweet spot for cost vs reliability, provided you've properly sized copiers for the load.

 

That plan may not survive contact with the history dept (have beefed up a couple of copiers this refresh cycle), but it generally works.