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

With more than 80 attorneys, Woods Rogers PLC is one of the largest law firms in Virginia.

In 2020, the firm’s offsite records storage contract with their national provider was coming up for renewal. After a complimentary benchmark by Mattern, Woods Rogers’ leadership knew their pricing and terms could be dramatically improved.

Mattern Helps Woods Rogers Find a Way Out of Prohibitive Offsite Storage Contract at No Cost to the Firm

Pierce Atwood LLP is a multi-service law firm based in New England with over 160 attorneys in six offices in the northeast U.S. The firm utilized Mattern in the past to complete a competitive request for proposal process for their outsourcing services.

Pierce Atwood Turns Again to Mattern to Assist with Incumbent Outsourcing Renewal and Achieves 17% Savings

With nearly 400 attorneys across 24 domestic offices, this Southeast-based Am Law 200 firm had a firm-wide initiative to examine and strategically reduce back-office expenses.

Southeast-based Am Law 200 Firm Leverages Mattern to Find Savings and Improved Services in Office Supplies

This 350 attorney, New York-based firm is one of the leading law firms serving the financial services sector.

Mattern’s Contract Compliance Delivers Savings, Captures Headcount Reduction of 27% for Am Law 200 Firm

This 45-attorney, Northern California firm sought to improve costs and contract terms and conditions for its offsite records storage as well as on-site services including thousands of square feet of basement records storage, shredding services and also address an overall need to develop an information governance (IG) program that would allow for the defensible destruction of decades worth of records.

Northern California Firm Improves Information Governance Program and Reduces Offsite Records Storage Costs, Achieving High 6-Figure Savings

Marshall Dennehey is a highly regarded Am Law 200 firm with 500 attorneys across seven states. They have been practicing law for over 60 years and are one of the nation’s largest law firms devoted to civil defense litigation.

Mattern Helps Marshall Dennehey Reduce Office Supplies Spend by 33%

This Am Law 200 firm with 312 attorneys in 18 offices engaged Mattern in 2014 to analyze and make recommendations to improve the firm’s offsite records and ultimately lead a Request for Proposal (RFP) process and contract negotiation.

Mattern Helps Am Law 200 Firm Enhance Value of Offsite Records Contract with Ongoing Contract Compliance

This Boston-based firm had approximately 3,000 cubic feet of files in storage with a national off-site records storage vendor the firm had targeted for destruction prior to the pandemic.

Mattern Reduces Records Destruction Costs by 62.5% for Boston Firm

In 2022, Mattern was selected to evaluate traditional outsourcing services in 4 of its 19 offices for this Michigan-based Am Law 200 firm with more than 450 attorneys.

Mattern Helps Am Law 200 Firm Reshape Outsourcing Strategy for Substantial Savings and Wins Six-Figure Signing Incentive

This Global 100/Am Law 100 firm has 700 attorneys and 13 domestic offices and had previously engaged Mattern to negotiate the firm’s offsite records contract, achieving solid results; however, when it came to renewal time, the firm’s long-standing provider proposed an increase in storage and service costs of up to 13% each year of the new term—an offer leadership felt could be better.

Mattern Turns Offsite Records Contract Renewal Into Significant Win for Global 100/Am Law 100 Firm, Incumbent Pays Fees

Headquartered in St. Louis, this 150-attorney firm with multiple offices throughout the Midwest approached Mattern about assisting the firm with management of their records, data governance, and library services.

Mattern Creates IG Policy for Physical and Electronic Records for 150-Attorney Firm