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Pierce Atwood Turns Again to Mattern to Assist with Incumbent Outsourcing Renewal and Achieves 17% Savings

Pierce Atwood LLP, an NLJ 500 firm, turned to Mattern to renegotiate its outsourcing agreements and strengthen vendor relationships. By securing more favorable terms and reducing risk, the firm gained cost predictability and greater accountability from its providers. The engagement highlights how strategic outsourcing decisions can deliver long-term stability for mid-size firms.

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. Pleased with the process and the results, Pierce approached Mattern at the expiration of the current contract to negotiate a renewal with the incumbent service provider.

The firm had three main objectives in this engagement:
- Cost reduction
- Improved contract terms
- A firmwide headcount/workflow analysis to identify areas of improvement

The firm’s outsourced services include centralized reprographics, mail, shipping, and records imaging in two of the offices along with reception back up. The agreement also includes multi-function device (MFD) equipment in six offices and reprographic binding equipment in two of the Service Centers.

While the incumbent provider was meeting and oftentimes exceeding client expectations, with the upcoming expiration,it was an ideal time to revisit workflows and technology. Mattern’s focus was to determine whether the most efficient service delivery model was employed and how labor could be reallocated to activities to help with digitization and records management efforts. The engagement also involved remapping MFD equipment based on recent volume trends.

PROCESS
After Mattern’s comprehensive headcount/workflow analysis and comparison using the Mattern Method proprietary benchmarks, a plan was recommended that projected savings of 16% with several process improvements. Some key points of the analysis included:
- Headcount reduction commensurate with declining service volumes
- Staggered shifts to maximize efficiency
- Reduce mail runs
- Eliminate black and white production multi-function devices (MFD’s) in multiple offices
- Retain color MFDs receiving the bulk of Service Center volume
- Eliminate low volume convenience MFDs in multiple offices
- Right-size the remainder of the fleet
- Implement batch print technology to automate printing
- Streamline the eBates labeling process and deepen the skill set in Office Services
- Assume closed file indexing to support administrative assistants
- Utilize slow periods to fulfill closed file activities and records imaging

Mattern worked with the firm to draft a “Closed”* Request for Proposal (RFP) with targeted pricing, terms and a plan to address the updated requirements. Mattern presented the RFP to the incumbent service provider and began negotiations. After 4 months, a new contract was approved by the Firm and implemented.

RESULT
Mattern was able to secure a solid contract for Pierce Atwood’s outsourced services and multi-functional devices, technology, and workflow. The majority of Mattern’s recommendations were implemented – which resulted in a savings of 17%.

These recommendations resulted in:
- Decreased staffing expense while maintaining current headcount to support expanded services
- Staggered staff hours to accommodate peak hours of operation
- Reduced number of daily sweeps to reallocate labor to expanding records filing and digital conversion
- Implemented batch printing technology in Service Centers
- Eliminated redundant and low volume MFDs
- Right-sized balance of MFD fleet, maximizing utilization of each device
- Credits/Performance penalties for failure to meet contract terms and missed Service Level Agreements

Note: *The Closed RFP is a Mattern developed process that offers the incumbent vendor an opportunity to renew an existing contract with client-approved pricing and terms.

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.

A PilotLegis Member Firm Streamlines Off-Site Records and Establishes Firmwide Information Governance

This PilotLegis member firm engaged Mattern to address two interconnected risks: a growing off-site records footprint and the absence of a firmwide information governance framework. By pairing a historical records cleanup with practical IG policy development, the firm took a disciplined approach to reducing legacy paper risk while establishing clear, defensible practices for the future. The result was a coordinated strategy that delivered immediate cost and risk reduction while setting the foundation for long-term governance maturity.

Mattern Revamps Nonprofit’s Off-Site Records Program, Cutting Storage Costs by 82%

There is a way out.

Typically, Mattern works with law firms but when a former client called from their new role at a nonprofit and asked for help with a long-troubled off-site records program, Mattern didn’t hesitate. The nonprofit organization had tried for years to improve the situation without success. Mattern stepped in to deliver clarity, competition, and control.

Strategic Scanning Initiative Enables Seamless Office Move for National Law Firm

A national law firm preparing for a major office relocation needed a structured, defensible way to reduce its physical records footprint without disrupting attorney workflows. Mattern designed and managed a comprehensive scanning initiative that aligned with the Firm’s information governance objectives and ensured all work was completed before the move. The result was a streamlined transition that strengthened long-term records management practices.

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.