Q. What is the Mattern Method®?

A. The Mattern Method® is a unique three-phase approach that makes assessments, through data analysis and on-site observation, of your organization's costs and utilization of labor, equipment, supplies and services compared to industry benchmarks and best-practices. It utilizes a proprietary 20 step approach, which includes a customized Request For Proposal (RFP) and contract negotiation process that yields the most competitive pricing and contract terms that the industry offers, at no cost to the client. The approach also includes ongoing monitoring to assure that the objectives of the project are met.

Q. What is Mattern Plan B Cost Recovery™ - US Patent Pending?

A. Mattern Plan B Cost Recovery™ - US Patent Pending is a proprietary process that allows your firm to maximize your billable cost recovery revenue by increasing your net realization. This is done by shifting your onsite soft cost recoveries to hard cost disbursements, which historically have a higher realization.

Q. Why do I need a support services consultant when I can create this RFP and run the evaluation myself at no additional charge?

A. You can do it yourself, but that leads to more questions. Ask yourself: "Do I have the time to devote to this project?" (A consultant would devote the time to it, leaving you free to take care of the day-to-day details of your job.) "Do I have the expertise to handle the process?" (Mattern & Associates has managed more than 100 outsourcing contracts, without a single cancellation.) "Can I achieve the same degree of savings that engaging a consultant would yield?" (Mattern & Associates has benchmark data to assure you that you are getting the very best pricing, terms and conditions.)

Q. What resources and contacts does such a support services consultant have that are over and above what my staff and I provide?

A. Having negotiated more than 100 outsourcing contracts, Mattern & Associates has independent benchmarking data at its disposal, which determines the best terms and conditions, based upon what other firms of similar size and/or geographic region are doing. Mattern also has the trained staff to analyze your workflow/headcount, formulate alternative solutions, and benchmark your operation against firms of similar size and practice areas.

Q. Approximately how much additional money would I save by hiring Mattern & Associates to handle my RFP?

A. Mattern & Associate's typical engagement yields savings of between 10% and 22% for our clients, compared to their current contract.

Q. Will I be endangering some of my employees' jobs by hiring an outside consultant?

A. The work done by Mattern is in concert with firm employees. This allows you and your employees to focus on the daily activities that you do best, rather than immersing yourself in a tedious process that comes about only once every three to five years.

Q. How can I thoroughly evaluate the capabilities, credentials, references and performance of a consultant?

A. Check references, use your professional network to solicit feedback, read articles they have written, google them, but most importantly: are you comfortable with them as an organization?

Q. Why can't I just create my own RFP by asking for sample RFPs from colleagues at other firms, or from using documents we've used before as templates?

A. No two outsourcing agreements are exactly the same, and most vary widely. There is no "one-size-fits-all" when it comes to an outsourcing agreement. The experts at Mattern know the questions to ask, the terms to look for and the language to be included in a contract in order to give their clients the most flexibility and savings in an ever-changing environment.

Q. Is my fee really going to be reimbursed by the vendor we choose, or is the vendor simply building in the cost so that I end up paying it under the covers anyway?

A. The vendors that participate in the RFP process are notified in the RFP to reimburse Mattern's fee at contract execution. That knowledge gives the vendor the opportunity to take the fee into consideration when offering their very best pricing. When you analyze it, a typical outsourcing RFP engagement cost is merely 0.5% of the contract value to the vendor. The bottom line is that the client has the option of having the fee reimbursed, thus saving them the out-of-pocket expense on their budget. Alternatively, some of Mattern's clients choose to pay the fee themselves, leaving it out of the vendor agreement all together. The choice is yours.

Q. I am concerned about involving an outside party in confidential matters such as pricing negotiations, client cost recovery policies, workflow and technology. How do I know that I can really trust these consultants with sensitive information?

A. Many clients require Mattern to sign a Non-Disclosure Agreement (NDA) that protects them from having their specific information shared with a third party. Even without an NDA governing the relationship, Mattern consultants exercise the utmost discretion when it comes to sensitive client issues.

Q. A large firm has lots of resources, so our management expects us to handle our own RFPs and analyses. How do I convince the firm's managing partner that it's worthwhile and beneficial to hire an outside consultant?

A. Probably the most important issue to share with the firm's management is the amount of time that you would need to dedicate to the outsourcing RFP process. Depending on firm size and number of office locations, Mattern's typical outsourcing agreement requires between 250 and 400 hours of work to obtain the optimal results.

The 2nd area is experience. By hiring Mattern, clients have peace of mind, knowing that the very best terms and conditions are in their new contract. If you are opening an office in a new city, you hire a realtor that has local expertise, knows the market and makes sure you get the best possible deal. Hiring Mattern is really no different. The last element to consider is the cost of completing the project; if the work is done in-house, the firm pays out-of-pocket for the salaries and expenses of all the parties involved and for the total number of hours it takes the firm to complete the project. With Mattern's fee reimbursement, your cost is $0.00. Most of our clients are happy that they are able to leverage their internal assets with the use of a trusted consultant and that they are able to get more work completed.

Q. If I'm happy with my current support services or facilities management vendor, why wouldn't I simply renew with them?

A. Even if you are satisfied with your provider, it's always a good idea to periodically review terms and conditions, headcount and workflows. Going through an RFP process, especially an open RFP, creates a competitive environment that typically yields the best pricing and terms.

Q. Of what value is a cost recovery study if recommendations conflict with firm's philosophy on cost recovery?

A. A cost recovery study provides a snapshot of your firm's system/philosophies stacked up against similar firms. It's never a bad idea to re-evaluate policies, given the constant changes in technology and climate.

Q. How is Mattern & Associates different from other consultants?

A. Mattern is unique in the services offered – the firm is completely unbiased, with no compensation or kickback ties to any vendors. We bring cost recovery and output management expertise to every engagement, and all of our consultants are full-time Mattern employees (no sub-contractors).

Q. How are fees structured for Mattern's services?

A. Mattern & Associates works on a lump sum (flat fee), plus a bonus when the agreed-upon savings plateau is exceeded. Many times, the winning vendor(s) reimburse the law firm for Mattern's fee. Inquire as to whether your firm would be eligible for this arrangement.

Q. How far in advance should I look into renegotiating my contract?

A. Ideally, one (1) year.

Q. Aren't all consultants biased in one form or another?

A. We can't speak for all consultants, but at Mattern we do not make any vendor specific recommendations. Our clients choose which vendors receive the RFP, who makes the short-list and who the final contract is awarded to.

Q. Does Mattern hire contractors?

A. No. All Mattern consultants are full-time employees with operational expertise, industry experience and proven contract development and negotiating skills.