Taranaki Regional Council is headquartered in the provincial town of Stratford, and has satellite offices around the region. It provides services, amenities and infrastructure for the people of Taranaki.
The council owned its seven-year-old print devices that were showing signs of their age.
They had become increasingly unreliable, with recurring technical faults disrupting day-to-day operations. Recognising the need for a more reliable, high-quality, and cost-effective solution, the council turned to the All-of-Government Printing Technology and Associated Services (PTAS) panel to find a new provider.
TRC carries out a significant volume of printing. Staff routinely take colour print outs to meetings with external partners, print reviews and reports, and publish visitor booklets for regional gardens.
High-quality printing is essential.
The council owned 10 large A3 multi-function devices that had been purchased outright seven years earlier. In the final six months of their use, weekly issues arose, including frequent paper jams, poor print quality, malfunctioning scanners, and other recurring faults.
Adding to the challenge, the age of the print devices meant that former provider abruptly withdrew support, leaving the council with little recourse.
Seeking a reliable, high-quality print solution while also aiming to reduce costs, TRC went to market through the All-of-Government Printing Technology and Associated Services (PTAS) panel.
With only two months available, the council needed to confirm a supplier, complete the preparation and installation, and ensure new devices were operating reliably ahead of a major organisation-wide project.
Print devices also needed to be deployed across the region, supported by adequate staffing and technical expertise to ensure seamless service outside the main centres.
After reviewing all submissions, TRC selected Brother as the preferred supplier. Brother’s proposal was tailored specifically to the council’s requirements rather than putting forward a standard offering.
Importantly, the response was presented in two parts. The first addressed the RFP directly, while the second distinguished Brother’s bid by providing additional ideas on how the council could optimise printing to improve quality and sustainability, while also reducing costs.
One recommendation was to downsize five devices in smaller offices, replacing large A3 multi-function devices with under-utilised features with more cost-effective A4 printers that still met staff needs.
The default print settings were changed from single-sided colour to duplex greyscale. Staff retained the option to switch back when required, but the change encouraged more efficient, lower-cost printing by default.
Additional savings were achievable by leasing the devices rather than purchasing them outright. Switching to a managed print service also delivered built-in benefits such as automated consumables replacement, saving time and effort while eliminating the risk of running out of toner.
Brother’s customised printing solution enabled TRC to dramatically reduce costs and improve reliability.
In the first six months after implementation, the council more than halved its total print volumes compared to the same period the year prior. Digital Operations Lead Kevin Young attributed this in part to improved print quality, which meant staff no longer had to repeat jobs due to errors or poor output.
The savings have been substantial. The council’s total printing costs now, which includes the price of leasing devices, is less than what it used to spend on just maintenance and consumables.
The transition was seamless and completed well within the required timeframe.
Installations were carefully scheduled to minimise disruption, and staff were able to begin printing immediately on the same day. Regional offices also received full service and support, with on-site maintenance available, as well as ongoing access to Brother’s 24/7 New Zealand-based Helpdesk.
Ease of use was another win. Existing employee security fobs were updated with printing permissions, allowing staff to simply scan their fob to release jobs, replacing the older, less efficient passcode system.
Automated toner delivery ensures that consumables arrive before supplies run out, with each package labelled for the correct device to avoid confusion.
Technical issues that were once a weekly frustration have been eliminated.
In the 10 months since switching to Brother, there have been no paper jams, no print quality problems, and no broken features.
For the council IT team, the integration was straightforward - new devices were set up on the existing print management software, allowing them to continue managing jobs as before.
Overall, TRC has seen a dramatic improvement in reliability, usability, and support, all while significantly reducing costs.
“It’s been positive all-round. The relationship started really well when Brother offered a better, more cost-effective solution, and they’ve done everything they said they’d do. Our staff were blown away by how easy printing became. I couldn’t be happier.”
Kevin Young, Taranaki Regional Council Digital Operations Lead
Brother is a Panel Provider for Print Technology and Associated Services (PTAS). This means participating agencies can procure printers, photocopiers, scanners and consumables (cartridges) and related print management and document management software through Brother.
PTAS streamlines the procurement process for these products and services and ensures that you receive the best market offering and an overall transparent solution.