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Midwest Based Firm Improves Outsourcing Agreement, Achieving a 16% Reduction in Monthly Costs

This NLJ 500 firm is comprised of more than 170 attorneys practicing from offices in Chicago, St. Charles, Rockford, and Woodstock, IL; Indianapolis, IN; St. Louis, MO; and Milwaukee, WI. The firm handles the transactional, labor and employment, and litigation needs of companies across the U.S.

OPPORTUNITY
This NLJ 500 firm is comprised of more than 170 attorneys practicing from offices in Chicago, St. Charles, Rockford, and Woodstock, IL; Indianapolis, IN; St. Louis, MO; and Milwaukee, WI. The firm handles the transactional, labor and employment, and litigation needs of companies across the U.S. The firm engaged Mattern to assist with its outsourcing of labor and equipment which had expired and was in a month-to-month renewal.

The firm wanted to look at the outsourcing marketplace and the services being offered. They had concerns about the direction and longevity of their current service provider. The firm was interested in possibly adding services to the scope such as lit support, A/V and records services. In addition, the firm was procuring toner for their printers from a third party and was interested in learning what the outsourcing service providers had to offer in the area of printer maintenance service. They were satisfied with their current equipment platform (Canon) but interested in an alternative to the eCopy ScanStations (with embedded cost recovery) they were currently utilizing.

PROCESS
Mattern had negotiated the firm’s previous outsourcing agreement and they re-engaged Mattern to review its current operation which lead to a competitive Request for Proposal (RFP).

Mattern completed on-site assessment of outsourced labor at the firm’s headquarters. This included a review of the outsourcing service provider’s staffing levels, workflows, and processes. Mattern then reviewed the firm’s current agreements, processes, workflow solutions, and end-user satisfaction in order to gain a comprehensive snapshot of the firm’s current situation.

Based on this evaluation, and utilizing its industry knowledge, benchmarks, and long history with law firm operations, Mattern made several recommendations for the firm’s consideration, which included a decrease in staffing, modified contractual terms, and improved reporting requirements. Mattern then collaborated with the firm to create a customized RFP that addressed the firm’s areas of concern.

RESULT
After careful evaluation and detailed review of all the RFP responses, numerous rounds of pricing, and vendor interviews the firm elected to make a change. In addition to a new provider, the firm now has a new agreement with the following additions/changes:
- Credits if the service provider is understaffed regularly or if untrained backfill is sent to the site
- Updated detailed performance standards
- Detailed and timely monthly reporting and performance scorecard requirements with associated penalties for non-compliance
- Termination clause for service provider performance
- Timely and accurate monthly invoicing and associated credits for non-compliance
- A staff reduction of one (1) FTE in the Firm’s headquarters
- The replace of the current eCopy Scan Stations (with embedded cost recovery) with uniFLOW for scanning workflow and cost recovery
- A 16% reduction in monthly costs

Mattern Leads Strategic Outsourcing for AmLaw 25 Firm, Lowering Costs and Enhancing Services Copy Copy

To elevate service quality and secure more competitive pricing, this global AmLaw 25 firm needed to refresh more than a decade-old outsourcing model across multiple administrative and support functions. Mattern partnered with the firm to restructure leadership, optimize staffing, and integrate technology, ultimately delivering savings of more than 10% and reducing off-site facility costs by 71%—all while strengthening vendor accountability and aligning operations with the firm’s long-term strategic goals.

Mattern Revamps Nonprofit’s Off-Site Records Program, Cutting Storage Costs by 82%

There is a way out.

Typically, Mattern works with law firms but when a former client called from their new role at a nonprofit and asked for help with a long-troubled off-site records program, Mattern didn’t hesitate. The nonprofit organization had tried for years to improve the situation without success. Mattern stepped in to deliver clarity, competition, and control.

Strategic Scanning Initiative Enables Seamless Office Move for National Law Firm

A national law firm preparing for a major office relocation needed a structured, defensible way to reduce its physical records footprint without disrupting attorney workflows. Mattern designed and managed a comprehensive scanning initiative that aligned with the Firm’s information governance objectives and ensured all work was completed before the move. The result was a streamlined transition that strengthened long-term records management practices.

Future-Ready Legal Operations: How Mattern Helped a Leading Law Firm Optimize Outsourcing, Technology, and Governance

To stay ahead of shifting demands, this California-based NLJ 500 firm needed to align its outsourcing, equipment, and information governance practices with a hybrid work environment. Mattern helped the firm optimize operations, strengthen policy, and secure long-term stability across 12 offices—all while recovering the full cost of the engagement.

A prominent Boston-based law firm undergoing an administration transition identified a pressing need: many of its vendor contracts supporting office and administrative services had not been reviewed in years. The new administration recognized that they lacked both the in-house expertise and bandwidth to evaluate and renegotiate these agreements effectively.

MatternPILOT in Action: Total Savings of 34% and Better Yet, Proper Contract Management

Like so many firms, the Firm had boxes of paper records that hadn’t been touched in years. The attorneys responsible had retired or moved on, and the boxes of records lay idle.

Mattern Assists Law Firm in Unraveling Decades of Paper Records and Rebuilding Information Governance Strategy

The procurement of office supplies is back to pre-pandemic levels and firms are once again looking to optimize their spend. After years of decline due to hybrid work and the shift to digital output, the overall dollar spend is back, or in some cases, exceeding pre-pandemic levels.

AmLaw 200 Firm Streamlines Procurement and Saves 43% on Office Supplies

Establishing and maintaining a successful contract negotiation is a situation in which there needs to be two winners, not a winner and a loser. While every firm wants to procure the best contracts through informed negotiation, it is also important to preserve the long term, industry relationships with the vendors. You’ve got to pick the competitors wisely, and you must know the best practices in your region. To that end, there’s a great deal of strategy involved in an Open RFP; one might say an art.

Prominent IP Law Firm Achieves Win-Win & 10 Year Contract with Open Off-Site Records RFP

With more than 1,100 lawyers and consulting professionals in 24 offices worldwide, this firm is a leading business and litigation practice with global reach. As is the trend with many successful large firms, this particular one had undergone a merger in 2009 with an established Atlanta-based firm.

National Firm Gains 33% Reduction in Permanent Withdrawal Fees and 22% Monthly Savings on Outsourcing Contracts in Dual RFPs

Best Best & Krieger, LLP is a 180-attorney law firm that has been in business for more than a century. The firm has grown to include several dynamic practice groups across eight offices throughout California.

Mattern & Associates Spearheads Vendor Consolidation, Achieves 23% Monthly Savings in Support Services for Best Best & Krieger

Established in 1891, Best Best & Krieger (BBK) is a highly regarded, full-service law firm of over 350 professionals, including more than 200 attorneys across nine offices in California and in Washington, D.C. Maria D’Aquila is the firm’s Operations Manager.