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  • Why do I need a consultant when I can request proposals from vendors and run the evaluation myself at no additional charge?


    Yes, you can handle it yourself, but consider this: on one of your firm's largest expenditures, do you have the time, expertise, and resources to ensure the best outcome?

    • Time: Do you have the bandwidth to dedicate to this project while managing your day-to-day responsibilities? A consultant like Mattern can take this off your plate.

    • Expertise: Mattern has managed over 500 RFPs. That level of experience brings insights that are hard to match.

    • Savings: Even when firms start the RFP process themselves, Mattern has been able to improve pricing and terms by over 50% compared to what was achieved independently.

    Finally, ask yourself this: Why do your clients hire your firm instead of relying on their in-house team? It’s likely because of your expertise, resources, and proven track record. Similarly, partnering with a consultant ensures you have an expert on your side who manages projects like this monthly, not once every five years.

  • What resources and contacts does a consultant have, over and above what my staff and I would have ourselves?

    Mattern’s value lies in our experience and resources:

    • Benchmarking Data: With over 500 contracts negotiated, we have access to independent data to secure the best terms for firms of similar size and scope.

    • Expert Team: Our specialists in outsourcing, information governance, offsite records storage, and reprographics bring unique insights to every project.

    • Leverage: While your firm may negotiate a contract every few years, Mattern is actively involved in several negotiations at any given time, ensuring we maintain leverage with service providers.

  • How does hiring a consultant impact cost savings compared to handling the project internally?

    Firms save about 50% more on average compared to handling the project internally. As part of our proposal, we provide a detailed estimate of projected savings and contract improvements.

  • Is there a risk to my employees' jobs or my job if I hire an outside consultant for a project that I have always done myself in the past?
     

    Not at all. Mattern works collaboratively with your team, allowing them to focus on their strengths while we handle the intensive, time-consuming processes. You and your employees remain in control of all decisions.

    In today’s results-driven environment, leveraging external expertise reflects a commitment to efficiency and effectiveness—not a threat to internal roles.

  • What should I look for when choosing a consultant to work with?
     

    Key questions to ask:

    • Compensation: Is the consultant unbiased? Avoid those paid solely on a percentage of savings, as it could influence their recommendations.

    • Post-Contract Involvement: Will they assist with managing the contract, addressing service provider issues, and offering performance metrics like reports or scorecards?

    • Expertise: Do they have subject-matter experts on staff and recognized industry leadership (e.g., speaking engagements, publications)?
       

    Additional Steps:

    • Request and follow up with references. Ask for feedback from firms beyond their provided list.

    • Review their website for thought leadership and client education.

    • Speak with service providers to gauge their perspective on the consultant.

  • Are previous RFPs reusable for similar projects in the future?

    ​No two outsourcing agreements are identical. A good consultant ensures that each RFP is tailored to address your firm’s current needs, flexibility, and potential savings. Relying on old RFPs risks overlooking critical updates in technology, workflows, and market conditions. Additionally, reusing past materials may lead to copyright concerns.

  • What if I’m happy with my current provider? Why wouldn’t I just renew with them?

    Even with a great provider, it’s wise to periodically review pricing, terms, headcount, and workflows. An RFP process creates competition, often leading to better pricing and terms. If your current provider is truly competitive, they should welcome the review.

  • What is Mattern’s fee structure for consulting services?

    Our fees are typically a flat rate based on the estimated hours required for a project. In most RFP cases, this fee is reimbursed by the vendor you select. We are open to alternative fee arrangements, which will be detailed in our proposal.

  • Several outsourcing companies tell me I don’t need a consultant—that I can do this on my own with their help. Is that true?
     

    If a service provider is offering competitive pricing and terms, they should welcome an unbiased consultant like Mattern.
     

    Additionally, if a provider refuses to let you share contracts and invoices with a consultant, it raises the question: what might they be trying to hide? Usually, a summary of the contract and invoices is sufficient for us to proceed.

Frequently Asked Questions

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