Summary

Diocese of Bristol Academy Trust partnered with Assetproc to review and re-procure its Multi-Functional Device (MFD) contract.

The Trust faced escalating print costs, underused devices, and outdated lease agreements with hidden charges. AssetProc delivered a compliant, consolidated procurement process that replaced the legacy fleet with smarter, greener, and more cost-effective devices — resulting in an estimated £9,000 annual saving across the Trust.

“AssetProc helped us get full visibility of what we are spending, what we need and what was possible. The savings and simplicity have transformed how we managed printing ”

School Business Manager – DBAT

Advice

Before engaging Assetproc, each school operated under individual MFD leases — often locked into auto-renewing terms with little transparency on cost per copy, excess charges, or service response times. The Trust had no centralised print policy, leading to inefficiencies and overspend.

Assetproc addressed these challenges through a structured approach:

• Full audit of print infrastructure and usage
  Assetproc reviewed all existing lease agreements, service levels, print volumes, and device placements. The audit uncovered over £16,000 per year in avoidable charges from outdated cost-per-copy models and excessive mono vs colour usage ratios.

• Demand mapping and device rationalisation
  The team developed a right-sizing plan across the Trust, removing underutilised or duplicated machines and reducing the total device count by 22% without affecting performance or access.

• Specification and sustainability standards
  A Trust-wide specification was created covering device speed, energy efficiency (Blue Angel/ENERGY STAR compliant), automated toner replenishment, secure printing, and cloud-based print queue management.

• Managed procurement process
  Assetproc ran a compliant tender under a pre-approved framework, inviting MFD providers to quote on a lease and service model that included print management software and zero capital outlay. Detailed comparisons on running costs, response times, and device lifespans were provided.

“We had no idea how much hidden costs was sitting in our current contracts – and no control. AssetProc made it simple and transparent “

Finance Lead – DBAT

Effects  

The outcome of the new MFD contract was substantial across all eight schools:

• £9,000 in annual savings through lower lease and print charges

• 22% reduction in devices with no disruption to service

• 30% reduction in colour printing via default mono settings and reporting

• Improved service response – 4-hour SLA across all sites

• Secure print release and follow-me printing rolled out Trust-wide

• Automatic toner delivery and meter readings, reducing admin workload.