Opportunity: This 250 attorney, AmLaw 200, Washington D.C.-based firm has 11 offices nationwide. The firm had multiple offsite records storage contracts in place and was interested in investigating cost-savings and efficiencies by consolidating vendors as well as creating a short and long-term strategy to reduce their offsite storage commitments.
Solution: The firm hired Mattern & Associates to lead the project. The team at Mattern reviewed the onsite records operation, created a strategy based on the firm’s contractual commitments and outlined a Request for Proposal (RFP) process that would fulfill the firm’s storage destruction strategy.
Results: The firm opted to select a completely new vendor from the field of competitors to service each of the firm’s 11 office locations nationwide. Mattern’s consultants led the negotiations which achieved substantially improved pricing, terms and conditions, including no minimum storage increased destruction allowance, performance penalties and a reduction of permanent withdrawal fees to $0.
As part of the engagement Mattern & Associates oversaw the implementation, and the monitoring of the agreement with the newly selected vendor. This included managing the implementation of the new vendor and the transfer of storage from incumbents; preparation and finalization of appropriate implementation documentation/communications (i.e. notification to vendors and to firm’s internal staff); and coordination of any necessary implementation requirements with the offices.
Monitoring includes pricing and reconciliation of monthly invoices during the contracted period – as well as for the incumbent vendor until transfers are completed; provision of annual Contract Compliance Reviews to determine that all terms, conditions and performance standards of the contract are being adhered to on a regular basis; updates to the firm regarding destruction utilization; provision of a detailed report, including year-over-year data, at the completion of each Contract Compliance Review, and more. If non-compliance issues are identified, appropriate notification and vendor resolution will be provided by Mattern & Associates.
The following, key winning terms are listed below:
- 10-year contract with a 2.5% annual increase
- Elimination of all permanent removal charges
- Annual compliance reports from the new vendor
- Reimbursement of all transfer costs (perm out fees, retrieval charges) from the new vendor
- Reimbursement of all Mattern fees and expenses
- Yearly savings of 24%
The firm’s CIO, who was part of the client project team stated, “I was impressed with the breadth of the RFP and the in-depth knowledge I saw from both Joe Grubb and Rob Mattern. They were professional and updates came in a regular, timely fashion.”