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

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.

CHALLENGE
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. Based upon Mattern’s expertise and flat-fee model, the firm retained Mattern to lead the project.

As is often the case, there was a long-standing relationship with a provider that serviced the firm with office supplies and paper for their 24 offices—and as is also often the case, with no contract or agreement in place, there was no standardization of products nor any performance standards or consistent reporting. On top of this, the firm was charged delivery costs for all offices, except for the main office.

PROCESS
After a firm-wide assessment and benchmarking of the office supplies situation, Mattern recommended an open Request for Proposal (RFP) to maximize the savings and address the following:
- Improve and standardize pricing on core/contract items (top 250-300 Items) plus a defined pricing structure for the non-contract spend.
- Additional discounts on order size and spend.
- Define performance standards and reporting to assist in the management of the contract.
- Incorporate Mattern’s best practice recommendations into a competitive, flexible agreement with incentives and rebates based on volume.

The RFP was sent to three service providers: the incumbent and two others. After service provider interviews and numerous rounds of pricing and reference checks, the firm chose to award a 5-year agreement to a new service provider to supply all office supplies and paper for the firm’s offices.

RESULTS
After completion of the contract negotiation and the implementation of the new pricing and online ordering platform, Mattern helped the firm achieve an overall monthly like-for-like savings of 33% while maintaining the products the firm preferred and increasing service. Law firms are always looking for ways to save money, and “this was a great opportunity to bring savings to the firm,” added the firm. The firm also enjoyed these additional benefits that enabled firm leadership to better manage their relationship:
- A list of standard core items representing 80% of the Firm’s projected spend
- Core pricing held for one year and subject to a maximum of a 3% annual increase based on manufacturer’s documentation
- Non-contract pricing structure
- One percent (1%) discount at time of order on all orders above $500
- One percent (1%) discount on monthly invoices if paid within ten days
- Annual Incremental rebate based on qualifying spend with rebates up to $10,000 annually
- Free next day delivery to all offices
- Quarterly summary reporting that includes spend, incentives achieved, volumes purchased and contract vs. non-contract details

Headquartered in Charlotte, this well-established 275-attorney firm with 8 offices serves clients throughout the southeast and Washington, DC.  The firm had multiple offsite records providers serving location-specific offices.  In an all-too-familiar scenario, a larger provider which housed a significant portion of the firm’s records had recently been purchased by another provider, the result of which had caused the firm’s service to go from bad to worse - including missing boxes - raising serious doubts as to the accuracy of the firm’s inventory.

Mattern Helps Regional Firm Consolidate Vendors, Increase Destruction Limits, and Win a Significant 31% Savings in Offsite Records Costs

Mattern Helps Regional Firm Consolidate Vendors, Increase Destruction Limits, and Win a Significant 31% Savings in Offsite Records 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

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

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

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

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

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%

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

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

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

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

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

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

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