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Mattern Turns Offsite Records Contract Renewal Into Significant Win for Global 100/Am Law 100 Firm, Incumbent Pays Fees

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.

OPPORTUNITY
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. Based on the firm’s previous success with Mattern, leadership again reached out and engaged Mattern to lead this new negotiation. In association with this negotiation, the firm also retained Mattern to develop their information governance policy and retention schedules.

The objectives of the project were as follows:
- Aggressively reduce offsite records storage destruction costs to place more focus on information governance objectives
- Improve the overall offsite records storage pricing and terms from the proposed 13% renewal increase
- Consolidate rates to a universal price structure rather than bi-furcated location-specific pricing broken down between New York City and the rest of the firm
- Make this the last offsite contract the firm signs

PROCESS
Mattern performed a comprehensive review of the firm’s offsite records operations and proposal from the incumbent provider. Based upon its evaluation and utilizing its industry knowledge and benchmarks, Mattern made key recommendations, which included:
- Open the renewal process up to multiple service providers in order to obtain the most competitive pricing for storage and services
- Negotiate destruction allowances and reasonable rates for both destruction and permanent withdrawal to align with Pillsbury’s information governance initiative
- Retain all favorable terms and conditions from the current contract
- Improve upon minimum storage allowances

Mattern structured an open Request for Proposal (RFP) which captured the relevant recommendations from the evaluation process. The RFP was sent to three (3) service providers including the incumbent.

Mattern and firm leadership reviewed responses from the three service providers and held interviews with each provider, in addition to requesting numerous rounds of pricing.

RESULTS
While the firm was presented with very competitive responses from the field of RFP respondents, firm leadership ultimately elected to remain with the incumbent provider on a new 10-year contract—but with significantly improved pricing and terms. This included a rate freeze that would save the firm 22% on costs over the life of the contract rather than the proposed 13% increase outlined in the renewal. Also included was the gradual elimination of permanent withdrawal fees which resulted in the firm saving an additional $325,000.

As for the icing on the cake, the firm received reimbursement of the Mattern RFP fee and the management of the contract for the next ten (10) years by the winning, incumbent vendor.

As to the cherry on top of the icing, Mattern identified an invoicing error where the incumbent vendor charged an increased storage rate based on a daily rate rather than the contracted monthly rate. Mattern was able to achieve a credit of $82,780.54 for the firm.

Leadership was pleased with the entire process and thrilled with the new contract that would better assist the firm in meeting its strategic and information governance goals.

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

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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.

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

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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

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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.

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