#EdTech Getting the Best from ICT Procurement: Why Your Photocopier Contract Is Probably Ripping You Off.
- Dec 8, 2025
- 4 min read
From photocopiers to broadband and laptops to IT support, I see it over again that schools lack the expertise to ask the right questions (you can’t be a specialist in everything) and end up being sold a dud.
ICT procurement in schools and multi-academy trusts isn’t just about finding the cheapest deal—it’s about getting actual value that supports teaching, keeps data safe, and doesn’t create a mountain of extra work for your teams.
Let’s talk about photocopiers. They’re the perfect example of how a “cost-effective” contract can end up costing you a fortune.
The Photocopier Problem Nobody Budgets For
Here’s how it typically unfolds: the finance team is under pressure to reduce costs. They then come across the... cheapest photocopier contract on a framework that meets basic spec. The monthly fee is lower than last time. Everyone’s happy.
Then reality hits.
The contract has been pared down to essentials. Limited on-site support. Minimal implementation. And your ICT team is suddenly overwhelmed with issues that shouldn’t be their responsibility.
Teachers can’t print registers. Your technician’s been on hold for 30 minutes instead of fixing it. the Wi-Fi.
New devices need to be integrated with your MIS. But “installation” just meant delivery, so that’s two days of your ICT lead’s time gone.
Nobody knows how to scan to email. Training was a PDF nobody read, so your team becomes the unofficial photocopier helpdesk.
Toner runs out. Paper jams constantly. Guess who’s managing it all.
If your technician spends just six hours a week on photocopier issues that should have been covered by the contract, that’s over 200 hours a year. At typical salary costs, you’ve already blown through whatever you “saved.”
Why Frameworks Often Fall Short
Frameworks provide compliance and speed, but they come with limitations:
Limited supplier choice: The company that would be perfect for your school might not be on the approved list.
Generic solutions: Bundled frameworks rarely match what you actually need. You end up paying for features you’ll never use while missing the ones you desperately need.
Price isn’t value: The cheapest option might have awful support. When your equipment’s down and nobody’s answering the phone, that bargain price doesn’t feel quite so clever.
Tricky comparisons: Doing proper like-for-like comparisons is nearly impossible when specs and service levels vary wildly.
Time pressure: Your business manager is juggling payroll, compliance, and safeguarding. Your ICT lead is teaching. Nobody has time to dig into alternatives or challenge poor terms properly.
What a Proper Contract Really Looks Like
A proper photocopier contract for schools should include:
Realistic on-site response times (not “within 5 working days” when you need it fixed by lunchtime)
Proper integration—connecting to your MIS, setting up department printing rules, and configuring secure print release
Face-to-face training, not just a manual
Managed consumables that don’t need constant ICT oversight
Clear escalation that doesn’t funnel every issue through your technicians
The problem? You won’t get this from bare-bones framework contracts unless you know exactly what to push for.
Why Getting Independent Help Makes Sense
Bringing in third-party procurement specialists pays for itself:
They know the market: Who performs well in schools, who’s got terrible support, what’s genuinely new versus just rebranded.
They focus on what matters: Your actual needs, not just ticking compliance boxes.
They dig into service quality: Implementation support and hidden costs, not just headline prices.
They free up your team: Your staff can focus on their actual jobs instead of becoming procurement experts.
They get better deals: Bespoke quotes consistently beat standard framework terms when you’ve got expert support.
Why Bespoke Beats Frameworks
When you go out for tailored quotes rather than just accepting framework terms:
You get what you need: No paying for extras you’ll never use or missing critical bits.
Competition works properly: Suppliers can’t just rely on being on an approved list—they actually have to compete.
Quality matters: When you’re looking at service and implementation, not just price and compliance, suppliers up their game.
It grows with you: Custom contracts can flex as your needs change.
Quick Wins for Better Procurement
Know what success looks like: Before you even look at suppliers, be clear about what you need. For photocopiers: “Staff can print, copy, and scan without ever contacting ICT unless something’s genuinely broken.”
Look beyond frameworks: Talk to other schools. Find out who’s actually delivering brilliant service.
Get expert help: Independent advisers who know education ICT usually save more than they cost.
Work out the real cost: Factor in your ICT team’s time. What looks cheap can be eye-wateringly expensive when you add up the hidden work.
Push for bespoke quotes: Don’t just accept standard terms. Ask for proper implementation support that matches your setup.
Bring ICT in early: Get your technical staff involved before decisions are made, not after. Their insights and expertise can help ensure that the chosen solutions are not only cost-effective but also fully aligned with the school's ICT needs and capabilities.
The Question You Need to Ask
When you’re reviewing any ICT contract—photocopiers, devices, broadband, whatever—ask this:
“What’s going to land on our ICT team if we go with this, and do we have capacity for it?”
That £3,000 saving on photocopiers isn’t a saving if it creates 200 hours of work for your technician. You’ve just moved the cost somewhere less visible—and probably made it bigger.
Your ICT team should be dealing with safeguarding, data security, infrastructure, and supporting teaching with technology. Not explaining how to replace toner for the fifteenth time this week. Their time is valuable and should be spent on tasks that directly contribute to the school's ICT needs.
Bottom Line
Smart procurement means going beyond framework defaults. It means getting proper advice, pushing for solutions that actually fit, and always thinking about what extra work a contract will create.
The best procurement isn’t about finding the cheapest deal. It’s about finding the right deal—one that supports your school without creating invisible costs that undermine everything else.
Don’t let stripped-back contracts turn your ICT team into an unofficial helpdesk for problems that should have been covered. Your staff deserve better, your budget deserves better, and your students need ICT teams focused on what actually matters.
Let’s Talk.
Need help reviewing your ICT contracts? Independent procurement specialists can spot where framework agreements are costing you more than they’re saving—and help you get better value without adding to your workload.
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