Contract extension leverages current equipment to improve cost reductions
Chadds Ford, PA –November 29, 2017 – Legal support services consulting firm Mattern & Associates LLC announces the successful completion of an outsourcing services contract renewal for Hemenway & Barnes LLP, resulting in improved terms and pricing that yielded 11% total cost savings for the Boston law firm. With Mattern’s recommendations the firm retained its existing Multi-Function Device (MFD) fleet to maximize the financial benefits of the new agreement.
Hemenway & Barnes sought an extension of its contract with its current support services provider, with better pricing terms and improved staffing quality. Its three-year agreement for on-site labor and its Multi-Function Device (MFD) fleet was expiring, and the firm’s operations team wanted a comprehensive solution to meet current and future needs while maximizing savings.
Mattern & Associates reviewed the firm’s current outsourcing agreements and conducted on-site assessments of outsourced services. Based on their results and recommendations, Hemenway & Barnes created a customized Request for Proposal (RFP) that incorporated best practices and requirements for competitive contract terms with the current provider. Mattern also created a separate, equipment-only RFP, and distributed it to multiple MFD providers.
The firm reviewed several manufacturer and software solutions, and decided to extend the labor and equipment agreement with its current service provider for two years. Mattern’s MFD fleet assessment found that the equipment had remining substantial useful life, and the resulting contract yielded an 11% total cost reduction. It retained existing service levels, allowed for equipment replacement and eliminated non-solicitation penalties. It incorporated guarantees on maintenance and uptime, penalties for failure to meet contractual staffing requirements, and retained the current Site Manager for the remaining contract term.
Stephanie Hood, Executive Director, Hemenway & Barnes, comments, “Under the new contract, we will continue working with our trusted service provider while lowering our costs, and have had the benefit of Mattern’s expertise to help us decide to retain our current MFD fleet while maintaining a high level of service with our current service provider’s personnel.”
Rob Mattern, President of Mattern & Associates, remarks: “We achieved better terms for Hemenway & Barnes in an agreement that provides additional cost savings and service guarantees. Our assessment of the MFD fleet helped our client maintain efficiency and minimize disruptions during the negotiations.”
About Hemenway & Barnes
Based in Boston, Hemenway & Barnes LLP has served for 150 years as trusted counsel to the region’s high net worth families, businesses, and nonprofit organizations. The firm is a unique combination of legal and financial expertise, with a focus on providing each client with services that are specifically tailored and results-oriented. Areas of expertise include estate planning, estate and trust administration, litigation, business work, and real estate. Its affiliate, Hemenway Trust Company LLC, is a New Hampshire-based, private trust company offering a full range of wealth advisory and management services.
About Mattern & Associates
Mattern & Associates is the leader in legal business process consulting and cost recovery solutions. We provide law firms and legal departments with unbiased strategies for measurably improving the efficiency and cost-effectiveness of in-house and outsourced back and middle office services. For more information on Mattern & Associates, visit www.matternassoc.com, check out their blog, connect on LinkedIn and follow them on Twitter @MatternOfFact. The company is based in Chadds Ford, Pennsylvania.