OPPORTUNITY
The procurement of office supplies is back to pre-pandemic levels and firms are once again looking to optimize their spend. After years of decline due to hybrid work and the shift to digital output, the overall dollar spend is back, or in some cases, exceeding pre-pandemic levels.

The biggest difference is what firms are buying and where the firms are spending their dollars.

This 350 attorney law firm wanted to make sure the pricing and terms it was receiving from its current provider was in line with the market and ensure its contractual/core items were appropriate. Having worked with Mattern on multiple prior projects, leadership approached Mattern about focusing on their supplies process.

Mattern and the Firm met at the outset of this office supplies engagement to discuss the Firm’s objectives for this process, which included:
- Memorialize pricing agreements in the form of a contract with favorable terms and conditions
- Utilize a single service provider, if appropriate, to yield competitive pricing, standardized items Firmwide, and opportunities for cost-savings incentives
- Regular and informative reporting
- Established ordering processes and service level agreements

PROCESS
The Firm was aware of Mattern’s comprehensive evaluation process, The Mattern Method, comprised of data analysis, benchmarking costs/terms against the market, and management of the Request for Proposal (RFP) process.

Four service providers were selected by the Firm, 2 of whom were incumbent providers.

Utilizing information provided by the current service providers of items purchased over a twelve-month period, service providers were asked to provide the following pricing on a five-year (5) agreement. Options were included for a green solution and for substitutions.

In addition, the Firm wanted to add coffee supplies to the analysis. Currently, several providers are utilized for coffee supplies and equipment in combination with Firm-owned equipment for coffee service in larger city offices. Mattern recommended standardizing suppliers, across all offices which would lower pricing, streamline invoicing and provide a single point of contact.

Mattern compared the pricing of 403 items which constituted the majority of the of the Firm’s total spend for coffee, office, breakroom and janitorial supplies; as well as paper. It was determined that the Firm could save anywhere from 13% to a significant 47% on like-for-like products.

SOLUTION
The Firm ultimately consolidated all office supplies procurement under one of the incumbent providers. The Like-for-Like proposed annual savings was an impressive 43% and the proposed annual savings for substituting with green products was equally significant at 38%.

The Firm has asked that Mattern continue involvement in the project, via their Phase III ongoing contract compliance, ensuring correct invoices for all offices, adherence to the negotiated terms and performance standards, as well as providing continuous strategies for maximizing their savings throughout the life of the 5-year contract.