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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

This Am Law 100, West Coast firm has over 700 attorneys across 15 office locations. The firm had been in a lengthy relationship with its vendor for services provided for its back office, word processing, and MFD equipment at its 7 domestic locations. Over the past year, the firm had negotiated directly with the vendor in an attempt to reduce costs, improve contractual terms, and improve the current management team. Overall, the firm felt it had been overpaying for services received and that its contract was not up to market standards.

West Coast Am Law 100 Firm Achieves Outsourcing and Document Processing Goals, and Decreases Monthly Spend

West Coast Am Law 100 Firm Achieves Outsourcing and Document Processing Goals, and Decreases Monthly Spend

Based in Seattle, this 1,000+ attorney Am Law 50 firm with 16 US offices in 12 states, had expiring outsourcing contracts in place with two vendors in 6 of their offices. Nine of the firm’s other offices were staffed in-house with long term dedicated employees.

Am Law 50 Firm Ensures Employee-Friendly Outsourcing Path while Improving Back Office Efficiency

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Headquartered in the Midwest, this 193-attorney law firm with 9 offices had just completed a
conversion to Thomson Reuters’ 3E. The next hurdle for firm leadership was the deployment of an
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improving the firm’s off-site records storage contract. After meeting Rob Mattern at an industry
show and attending a number of Mattern information sessions focusing on implementable IG
polices and retention schedules, the firm selected Mattern to lead the analysis.

Mattern Establishes Information Governance Program and Restructures Off-site Records Storage Contracts to Ease Destruction and Improve Costs for a 28% Savings

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This AmLaw 100 firm based in Kansas City, Missouri has a nationwide practice with over 475 attorneys across all offices. The firm sought the expertise of Mattern to assist with its traditional outsourcing needs. While the firm was satisfied with their current provider, they sought to improve terms and reduce costs.

Mattern Assists AmLaw 100 firm to Improve Outsourcing Efficiencies and Costs Through Closed RFP Process, Achieving 22% Savings

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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.

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

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

Headquartered on the East Coast this Am Law 200 firm has 496 attorneys and 700 support staff across 21 offices.  Leadership wanted to analyze renewal options for the firm’s managed services as well as options to refresh the MFD fleet for 8 of the firm’s offices.

Am Law 200 Firm Reshapes Outsourcing, Equipment and Cost Recovery Strategy Post-COVID for Substantial Savings and Increase in Recoveries.

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Headquartered in Boston, Burns & Levinson LLP is a 125 attorney firm in 4 domestic offices. Firm leadership wanted to analyze the value of in-house versus outsourced services so Burns & Levinson could make the right decision to either continue to outsource and improve upon its outsourcing situation or to bring front and back office services in-house.  In addition, the firm wished to refresh its MFD fleet.

Mattern Helps Burns & Levinson Analyze In-House vs. Outsourced Services. Firm Elects to Continue Outsourcing with Significantly Improved Contract

Mattern Helps Burns & Levinson Analyze In-House vs. Outsourced Services. Firm Elects to Continue Outsourcing with Significantly Improved Contract

Phelps Dunbar LLP, a 360-attorney firm based in New Orleans, was experiencing a challenge common to many firms:  unnecessary fees, unrealistic rate increases, and unmet service levels of the firm’s offsite records storage service provider.  At the time, Phelps was engaged with three (3) service providers to service storage needs for their five (5) offices across the south. Not only were there inefficiencies in managing multiple sites, but there were no economies of scale of which to take advantage.

Mattern Helps Phelps Dunbar LLP Stop Unrealistic Rate Increases and Reduce Offsite Records Storage Contract Costs by 10%.

Mattern Helps Phelps Dunbar LLP Stop Unrealistic Rate Increases and Reduce Offsite Records Storage Contract Costs by 10%.

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Historically, the firm's back office equipment decisions had been decentralized, providing a great deal of autonomy to each office to select equipment and service providers that best suited each offices’ needs.

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Am Law 100 Firm Achieves Unprecedented SLA, 31% Cost Savings, and Improves Attorney Experience

Holland & Knight, an Am Law 100 firm with 24 locations and 650,000 cubic feet of off-site records storage, had consolidated their off-site holdings with a national provider.  While leadership was generally pleased with the services of their selected provider, it was unclear how their current pricing and contract terms stood up against the marketplace.

Mattern Helps Holland & Knight Reduce Current Costs by 34.5% and Permanent Withdrawal Fees by $1 Million While Incorporating Information Governance Goals

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This Am Law 100 firm with over 800 attorneys in 27 domestic offices was pleased with its outsourcing provider relationship which serviced the firm’s equipment for all 27 offices and labor for three of the office locations--the firm’s other 24 offices were staffed and managed in-house.

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