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

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

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

Firm leadership engaged Mattern for two areas initially: outsourcing as well as output. First, the firm had been with their outsourcing service provider for multiple contracts without examining the marketplace. Due to some management changes with their current provider, leadership decided it was time to explore market options, and the firm retained Mattern to assess their operation and run a competitive request for proposal.

PROCESS
After the completion of the RFP process, the firm chose a new provider for the labor aspect of the contract with the following recommendations implemented:
- Consolidation of mail and reprographics operations
- Reduced headcount at two of their locations
- Detailed service level agreement with scorecard penalties
- Significantly improved contract terms with non-solicitation and severance eliminated from their new agreement
- Reduced labor costs of 30.5% with a six-digit signing incentive

RESULTS
After completing the Outsourcing RFP, Mattern turned to tackle the firm’s Output Maintenance agreement and renegotiated with the existing service provider, resulting in a 30% reduction in costs and no minimum volume requirements.

Finally, when the firm completed a renovation and consolidation of floors, Mattern ran a competitive RFP for new multi-functional devices and printers with the focus to reduce costs, improve staff to printer ratios, place one color device on each floor and eliminate duplicative and older output devices. The new configuration reduced costs another 30% and reduced printer placements from over 1,800 to 249.

Contract Compliance Gains to the Firm: Implementation, Monitoring and Maintenance

Mattern was retained to oversee the implementation and the transfer of the operation between the outgoing and the new incoming providers as well as the ongoing monitoring and maintenance of the outsourcing and output maintenance contracts.

As part of the ongoing monitoring of the service provider and their performance, specific reporting parameters are required to be provided by the service provider. This information helps Mattern monitor the headcount assigned to each service area and identify areas that are overstaffed or understaffed.

During the agreement, Mattern identified three specific instances over the first three years of the contract where the service provider could reduce headcount and maintain the agreed-upon performance standards. The client and the service provider agreed in each situation which has reduced the onsite headcount by 27% since the contract was put in place. From a contract spend perspective, in five years, the total spend has decreased by 7.3% with additional duties added and yearly salary increases provided.

Mattern Leads Strategic Outsourcing for AmLaw 25 Firm, Lowering Costs and Enhancing Services

To elevate service quality and secure more competitive pricing, this global AmLaw 25 firm needed to refresh more than a decade-old outsourcing model across multiple administrative and support functions. Mattern partnered with the firm to restructure leadership, optimize staffing, and integrate technology, ultimately delivering savings of more than 10% and reducing off-site facility costs by 71%—all while strengthening vendor accountability and aligning operations with the firm’s long-term strategic goals.

Future-Ready Legal Operations: How Mattern Helped a Leading Law Firm Optimize Outsourcing, Technology, and Governance

To stay ahead of shifting demands, this California-based NLJ 500 firm needed to align its outsourcing, equipment, and information governance practices with a hybrid work environment. Mattern helped the firm optimize operations, strengthen policy, and secure long-term stability across 12 offices—all while recovering the full cost of the engagement.

A prominent Boston-based law firm undergoing an administration transition identified a pressing need: many of its vendor contracts supporting office and administrative services had not been reviewed in years. The new administration recognized that they lacked both the in-house expertise and bandwidth to evaluate and renegotiate these agreements effectively.

MatternPILOT in Action: Total Savings of 34% and Better Yet, Proper Contract Management

Like so many firms, the Firm had boxes of paper records that hadn’t been touched in years. The attorneys responsible had retired or moved on, and the boxes of records lay idle.

Mattern Assists Law Firm in Unraveling Decades of Paper Records and Rebuilding Information Governance Strategy

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.

AmLaw 200 Firm Streamlines Procurement and Saves 43% on Office Supplies

Establishing and maintaining a successful contract negotiation is a situation in which there needs to be two winners, not a winner and a loser. While every firm wants to procure the best contracts through informed negotiation, it is also important to preserve the long term, industry relationships with the vendors. You’ve got to pick the competitors wisely, and you must know the best practices in your region. To that end, there’s a great deal of strategy involved in an Open RFP; one might say an art.

Prominent IP Law Firm Achieves Win-Win & 10 Year Contract with Open Off-Site Records RFP

With more than 1,100 lawyers and consulting professionals in 24 offices worldwide, this firm is a leading business and litigation practice with global reach. As is the trend with many successful large firms, this particular one had undergone a merger in 2009 with an established Atlanta-based firm.

National Firm Gains 33% Reduction in Permanent Withdrawal Fees and 22% Monthly Savings on Outsourcing Contracts in Dual RFPs

Best Best & Krieger, LLP is a 180-attorney law firm that has been in business for more than a century. The firm has grown to include several dynamic practice groups across eight offices throughout California.

Mattern & Associates Spearheads Vendor Consolidation, Achieves 23% Monthly Savings in Support Services for Best Best & Krieger

Established in 1891, Best Best & Krieger (BBK) is a highly regarded, full-service law firm of over 350 professionals, including more than 200 attorneys across nine offices in California and in Washington, D.C. Maria D’Aquila is the firm’s Operations Manager.

Mattern’s Phase III Contract Compliance Program Achieves Maximum Value for Best Best & Krieger’s Office Supplies Contracts

This 320 attorney, AmLaw 200, Houston-based firm was in the throes of implementing a “work-cell” environment for their secretaries per practice area. The restructuring of staff and office layout required a different output strategy to be deployed in order to provide the tools and technology within close proximity to the work-cells, while also looking to reduce expenses. However, the firm had several expiration dates for their existing multi-function devices, requiring a creative plan for addressing replacements that also substantially improved the convenience and efficiency for the new work-cell environment.

AmLaw 200 Firm Shifts to Work-Cell Environment, Captures 24% in Cost Savings while Substantially Improving Operational Efficiency

This AmLaw 200, Chicago-based firm had taken advantage of outsourcing methods over the last couple of years; however, its current outsourcing and equipment contract was soon to expire. Since the firm renewed with the incumbent vendor the previous five years, they were interested in learning what other service bureaus were providing in the outsourcing marketplace. The firm also desired to determine whether they were staffed appropriately and operating under industry best practices and service levels with competitive pricing.

Chicago-based Firm Improves Workflow and Achieves 33% Annual Savings

This 250 attorney, Am Law 200, Washington D.C.-based firm had specific areas in which it was struggling; in particular, they were finding it difficult to keep current with technology, flexing to meet demand, and recovering costs for the internal systems and storage related to litigation support services (e-Discovery).