Multi-functional devices (MFD) and printing
Source: gov.uk (2025-06-18)

Find the right way to buy multi-functional devices (MFD) and printing services for your school.

See if you can buy through a DfE-approved multi-functional devices (MFDs) framework (https://get-help-buying-for-schools.education.gov.uk/categories/it).

See where to get help with buying for schools (https://www.gov.uk/guidance/get-help-buying-for-schools) if you need it.

Before you start

Planning and scope

You’ll need to know:

what your strategic objectives are, for example, reducing spend, productivity improvements, or meeting learning or sustainability targets

your school’s existing organisational structure, including the number of buildings and locations you have

your school’s likely future organisational structure so you can plan what you need for the longer term

what printing assets are in your project scope (like MFDs, desktop printers, faxes, scanners), including an audit of:

the number of assets you have

the type, model or make of your assets

the current cost and location of your assets

what existing lease agreements, including expiry dates, break-fix contacts, desktop services you already have

your annual print volumes

your current spend across all printing services

Having this information is useful because changing your printing services can take longer than you think and will help you to:
- buy the right printing services for your school’s needs
- make dealing with suppliers easier
- get better deals from suppliers
- meet your school’s learning and financial objectives
- anticipate long term changes
Specifications

You’ll need to tell suppliers what software, hardware and network infrastructure you have so suppliers can advise you properly and give you accurate costings and timescales.

You’ll also need to think about any planned changes to your school or trust’s organisational structure which may affect future needs as well as the implementation period.

See the section on writing your specification (#writing-your-specification) for more information.

People

If you’re making big changes, you’ll need to involve the right teaching, buying and technical teams.

For example, procurement and ICT will need to be involved in the planning and implementation phases and teaching staff will need training on how to use any new equipment.

You should consider getting a high-level sponsor if you need to make changes across your organisational structure.

For bigger projects, it may be easier to have a dedicated person who can act as project manager so you can coordinate work, budgets and costs.

Features and services

Think about whether you need your MFDs to:

be standalone or connected to a network

print large volumes of paper or at speed to avoid large print queues

print in colour

fax, scan and email

collate, hole-punch and staple paper

have advanced features such as printing double-sided or on different sizes and types of paper

have password protection and monitor use

Example

Buying several lower specification MFDs in some cases might be cheaper than one advanced model. You won’t pay for features you don’t need and you’ll still have access to printing services if there’s a fault with one machine.

Running and maintenance costs

Check:

how much you’ll be charged for black and white copies and colour copies (some suppliers offer better rates if you print mostly in black and white or colour)

the standing charge or minimum monthly page use is realistic

what your maintenance fee is and whether it’s fixed or variable

what level of maintenance support you’ll get, including fault reporting, turnaround times and who’s responsible for fixing faults

Buying or leasing

Planning what you need to buy (#planning) might help you decide whether to buy or lease.

Whether you choose to buy or lease, you can only enter into an operating lease. Financial leases are borrowing and unlawful, and are often poor value so make sure you always follow your school’s procurement rules (https://www.gov.uk/guidance/buying-procedures-and-procurement-law-for-schools).

Using a DfE-approved multi-functional devices (MFDs) framework (https://find-dfe-approved-framework.service.gov.uk/find/type/buying/what/ict/ict-categories/mfd) can help you find the best deals.

Buying outright might:

be cheaper in the long run, avoiding ongoing leasing costs

simpler, avoiding the leasing application process and financial checks

give you more control over devices, how you use them and what maintenance you’re required to do

mean you can sell if you no longer use it and upgrade

Leasing might allow you to:

lower your upfront costs (leasing rarely involves big initial payments)

upgrade to the latest technology more easily without the financial commitment of buying

budget more easily as you know what you’ll be paying each month and not losing money through depreciation

If you do lease MFDs, check the cancellation policy as you may need to give more than 30 days’ notice in order to cancel.

Writing your specification

Whichever procurement method you choose, you’ll need to write down your requirements in a specification. Your specification will describe what you need so that suppliers can choose whether to bid for the contract.

It should include:
- school objectives or goals that relate to MFDs and printing
- any environmental sustainability policies that a supplier will need to adhere to
- what services you need, including any additional features, functions or software compatibility requirements
- how many devices and copies you’ll need
- how you expect the contract to be managed
- where the devices will be located
More information about writing a specification (https://www.gov.uk/guidance/buying-procedures-and-procurement-law-for-schools/writing-a-specification) is available.

Find the right way to buy

Buying from a framework is usually quicker and easier than getting bids or quotes because the agreements:

have already been through a full competitive tender process

have been quality checked

are checked to make sure they comply with the law

See if you can buy through a DfE-approved multi-functional devices (MFDs) framework (https://find-dfe-approved-framework.service.gov.uk/find/type/buying/what/ict/ict-categories/mfd).

The Procurement Act 2023

Under the Procurement Act 2023 you will need to understand your obligations with regards to contract management and the publishing of appropriate notices.

The section Get training on the Procurement Act 2023 (https://www.gov.uk/guidance/buying-for-schools-things-to-consider-before-you-start/get-training-on-the-procurement-act-2023) has information on how to:
- get free, approved DfE training on the new Procurement Act 2023
- register on the central digital platform
Find out more from the update for schools and trusts on the Procurement Act 2023 (https://buyingforschools.blog.gov.uk/2024/11/19/update-for-schools-and-trusts-on-procurement-act-2023-are-you-ready/).