When your business depends on reliable printing and document workflows, the right Managed Print Services (MPS) provider can make a major impact. An MPS partner takes responsibility for managing your entire print environment, including optimizing your printer fleet, monitoring usage, replenishing supplies automatically, and providing on-site and remote support.
But choosing the right MPS vendor isn’t just about outsourcing printer maintenance. It’s about forming a long-term managed print partnership that helps your organization control costs, enhance data security, and support compliance.
To make the most informed decision, it's important to follow a structured approach when evaluating potential managed print service partners. If your organization requires a formal proposal process, be sure to consult our RFP guide for detailed tips and best practices. By breaking down the evaluation into clear, actionable steps, and leveraging resources like our RFP guide, you can ensure that every aspect of your print environment is thoroughly addressed.
Here’s how to begin:
Step 1: Assess Your Print Environment
Why a print environment assessment matters
Before you compare vendors, you need a clear understanding of your current print environment. Many companies underestimate the number of devices they manage, or how much downtime and waste costs them annually.
A thorough print environment assessment gives you a baseline for improvement by capturing:
- Device inventory: Make, model, and usage per printer or MFP
- Print analytics: User behavior, volume trends, and cost per page
- Pain points: Downtime, supply issues, and outdated devices
Knowing these details helps you identify inefficiencies and set measurable goals for your managed print partnership.
Step 2: Evaluate Service Capabilities and Coverage
What to look for in MPS service agreements
The best MPS providers offer consistent service, whether you’re managing one location or several. Review each vendor’s Service Level Agreement (SLA) carefully to understand what’s guaranteed and what’s not.
Look for clear commitments around:
- Response times
- Helpdesk resources
- Local technician availability
- Remote monitoring and predictive maintenance
- Automatic toner and supply fulfillment
Step 3: Examine Technology and Security
How secure printing solutions protect your data
Printing is often an overlooked cybersecurity risk. Ask potential vendors how they secure your print environment through print management software and authentication tools.
Key questions to ask your MPS provider:
- What platforms do you support (e.g., PaperCut, uniFLOW)?
- How do you handle secure print release and user authentication?
- Is data encrypted in transit and at rest?
- Can I access detailed print audit logs for compliance reporting?
A provider who integrates seamlessly with your IT network and supports zero trust security standards will deliver the protection today’s organizations need.
Step 4: Review Pricing Transparency and Flexibility
Understanding MPS pricing models
MPS pricing can vary widely. Some vendors offer a per-page rate, others bundle leasing and service, and some take a hybrid approach. Transparency is key, so every quote should clearly outline what’s included and what’s not.
Be cautious of “too good to be true” pricing. A cheaper plan may hide costs in supply markups or exclude maintenance visits.
Step 5: Assess Account Management and Reporting
Why proactive communication drives better outcomes
Your MPS success depends on strong account management and data-driven insights. Look for a provider who acts as a strategic partner, not a service vendor.
Ask how they handle:
- Dedicated account management for consistent communication
- Monthly or quarterly reports highlighting usage and uptime
- Print analytics dashboards for visibility
- Optimization recommendations based on trends
- Technology roadmaps and business reviews
Step 6: Consider Sustainability
Choosing a sustainable print management partner
If sustainability is part of your corporate goals, make sure your MPS provider shares that commitment. Ask about their environmental practices and reporting.
Questions to explore:
- Do they promote duplex defaults and print reduction strategies?
- Do they offer ENERGY STAR® certified devices?
- Do they offer recycling or toner return programs?
Step 7: Validate Reputation and References
How to verify MPS experience and reliability
Never skip due diligence. Check each provider’s references, case studies, and online reviews to confirm real-world performance.
Ask potential vendors:
- Do they have experience with businesses in your industry?
- Can they provide local references in the Midwest?
- What long-term results have clients achieved through their program?
Step 8: Compare Proposals Side by Side
Utilize a vendor evaluation matrix
When you’re down to your final contenders, compare proposals using a vendor evaluation matrix that scores vendors on cost, service, technology, and sustainability.
If you are comparing RFPs, revisit our RFP Guide for Managed Print Services. It includes best practices for scoring, weighting, and evaluating RFP responses.
Build a Partnership, Not a Transaction
The goal of managed print services goes beyond simply reducing print costs. It’s about building a lasting partnership that supports your operational objectives. The ideal MPS provider becomes an extension of your IT and operations teams, offering ongoing improvement, proactive insights, and superior local service. By selecting a provider who prioritizes transparency, sustainability, and accountability, you’re not just outsourcing your printing needs - you’re investing in the long-term strength and resilience of your business.
Ready for the next step? Download our Managed Print Partner Selection Checklist to compare vendors side by side and make an informed, confident decision.
