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Procurement Market Intelligence Report

Copying Services
Sourcing Guide & Market Trends

Comprehensive intelligence for making smart purchasing decisions

Learn about actual and potential costs

How much should I pay for Copying Services?

What is the average price of Copying Services?

This procurement report includes pricing information to help you purchase Copying Services. Our analysts provide a benchmark price and a price range based on key pricing factors to help you understand what you should be paying for this specific product or service. To see the average price for this and hundreds of other products and services, subscribe to ProcurementIQ.

Has the price of Copying Services been rising or falling?

Analysts look at market data from the previous three years to determine an overall price trend. You can use the recent price trends to help you understand price volatility and plan your budget.

I’m not ready to purchase Copying Services yet. Will I pay more if I wait too long?

We forecast the next three years of price movements by looking at factors likely to affect the market's supply chain, such as inputs, demand and competition. You can then use the price forecast to figure out the best time to purchase.

What other costs are associated with purchasing Copying Services?

Our analysts calculate the total cost of ownership and assign a level of low, moderate or high, depending on things like customization, integration and installation. Use this information to budget for Copying Services with a reduced risk of unexpected costs.

See how we display average pricing information, trends and market data.

Find the vendor to meet your needs

Where can I purchase ?

Market share concentration is high, indicating that the top four providers of copying services account for over 50.0% of total market revenue. Market services are fairly standardized, and only marginal differences exist between finished copy products. However, large operators such as United Parcel Service Inc. (UPS) and FedEx provide international... Subscribe to learn more.

Questions to ask potential suppliers

How can I gain leverage during negotiations?

Experience and Expertise

How long have you provided these products to your longest-tenured client?

What qualifications does your staff have and what measures do you take to keep those qualifications up to date?

What industry do you most commonly supply this product for?

To what extent will ordering multiple products from your firm allow me to save on costs?

What is your repeat business rate for businesses in my industry and how does that compare to your overall rates?

Supply Chain Risk

Over the past three years, what percentage of your revenue has been dedicated to raw input materials? How has that changed?

Has the availability of raw materials tightened due to the coronavirus outbreak?

Over the past three years, what percentage of your revenue has been dedicated to labor?

How have fluctuations in input prices affected the prices of your products during the past three years?

How do you mitigate sudden price increases in raw materials?

When input prices rise, how much of the cost is absorbed by you and how much is passed onto buyers?

How, if at all, has your supply chain been affected by import tariffs levied in 2018?


How do you manage regulatory change? Do you have regulation advisers or methods to track regulation?

How have changing regulations influenced your pricing now and how will the changes affect prices over the life our proposed agreement?

What ongoing training procedures do you provide for your staff?

Have you ever been found to be noncompliant with regulatory frameworks?

Amid widespread health concerns during the COVID-19 pandemic, what contingency plans are in place to mitigate risk to your clients and employees? Do you offer clients any flexible exceptions, such as contract suspensions?

Print Infrastructure

How many copiers do you have? What kind of copy volumes are you capable of handling?

What orders do you typically have on a day-to-day basis? Does this affect your ability to handle rush orders?

What additional features do your copy machines offer? Can they automatically collate? Can your machines bind the copies together?

How many copiers do you have with additional features?

Can I digitally upload documents that need to be copied?


How diversified is your supplier base for the equipment used in providing your services? Do you source from multiple suppliers in different global regions?

Amid the widespread health concerns, what contingency plans are in place to mitigate the risk to your clients and employees?

Are you experiencing fluctuations in demand as a result of the coronavirus pandemic?

What measures are you taking to handle changes in demand?

Customer Service

Explain the customer service procedures that you currently have in place. How do these procedures differ depending on the mode of communication?

What is the turnaround on customer service inquiries? How does this vary depending on the service or issue?

What is the typical time frame for fixing an improper batch of copies? Can you give me time frames based on different order volumes?

How can I contact you if I need to change my order? Does this delay product delivery? Does it increase the cost?

Can you offer customer references?

Scope of Operations

What services or products do you offer in addition to copying services?

How do your services or products benefit the copied product? Can you enhance the aesthetic features of the copied product?

What operational efficiencies can you add to my company?

What price benefits or advantages do you offer with bundled goods and services?

Quality Control

Detail the quality control procedures that you currently have in place. Can you explain how they differ across services?

Can you specify your quality standards?

How often do you perform maintenance on your machinery? How often do you replace the toner?

Do you have regular testing procedures for your copiers? Can you show me a regular testing schedule?

What training do your employees undergo regarding quality? Can you explain your employee service expectations?

Product Quality

What paper do you use for black-and-white printing? What about color?

How does your paper stock improve the quality of the copy? What paper stock can I order to adjust the quality?

How do you enhance the color of your copies? In what way do the additional services or products that you offer enhance the product?

Can you offer samples of your copying quality? What about previous examples of professional copies?


How many copying service locations do you have?

What are the copying capabilities of each location?

How do your additional services differ by location? How about training or quality control?

What discounts do you offer for local distribution?

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Key elements for every RFP

What should my RFP include?

Project Budget

Buyers should request the total cost for all copying services and additional services they request.

Buyers should state that all prices and bids should be all inclusive.

Buyers can reference the Benchmark Price and Total Cost of Ownership sections of this report for assistance in creating a budget.

Selection Criteria

Buyers should evaluate suppliers on their responsiveness and their adherence to the specifications of the RFP.

Buyers should evaluate vendors based on cost.

For other selection criteria requirements, buyers should reference the Buying-Decision Scorecard section of this report.

Project Schedule

Buyers should include the RFP issue date.

Buyers should provide the dates, times and locations of any pre-submittal meetings with potential suppliers.

Buyers should provide a due date for submissions.

Buyers should provide the award announcement date.

Evaluate major factors to mitigate risk

How risky is the supply chain?

The supply chain for copying service providers has a medium level of risk, much of which stems from paper suppliers. Paper wholesalers exhibit medium risk, while paper mills exhibit high risk. In particular, the shift in consumer preference toward digital products has resulted in lower demand for paper products like... Subscribe to learn more.