Triple RFP Play Leads to 19% Spend Reduction for Marshall Dennehey Firm
Reducing overhead expenses is always important, though at times it becomes a major priority to approach head-on with a focused initiative - or two or three. And now is a good time to get a better deal, even from incumbent vendors, since the economy is still tight and it’s a buyer’s market.
As an example of a savvy firm that really “gets” this idea, Marshall, Dennehey, Warner, Coleman & Goggin is a large Philadelphia-based law firm with more than 500 timekeepers in 19 offices on the East Coast and in the Midwest. They reduced their support services spend on outsourcing, office supplies and off-site records storage by more than 19% as a result of a 3-pronged RFP process handled by Mattern & Associates.
Marshall Dennehey CFO Ernest J. DiFilippo consulted Mattern about helping the firm with the projects, having worked with them several times prior, and knowing this was their area of specialization. DiFilippo said, “We needed to execute three large procurement projects, which were each going to be cumbersome and time-consuming to undertake. We knew we could not do this alone. Mattern is knowledgeable about the operational and the legal cost recovery process. They have no alliance to any vendor and we knew we could trust them to get us exactly what we needed at the best possible price.”
Click here to read more about Marshall Dennehey’s road to nearly 20% cost reduction on their support services.
Things to consider for a Multi-functional RFP
For a possible upcoming Request for Proposal (RFP) project to procure multi-functionals for an AMLAW 50 law firm, the firm’s CAO asked Mattern & Associates to put together a list of things to consider in advance of sending out an RFP. I thought it was an excellent first step in starting a project such as this, and decided to share them here.
1. What is the Firm’s position on the recovery of costs (chargeback)?
As Stephen Covey states in his book – “The Seven Habits of Highly Effective People®” – begin with the end in mind. To effectively choose and place your equipment, you must take into account what you will be able to charge back to your clients and get paid for.
2. What do End users want in regards to color output and black & white and color scan capabilities?
Based on every end user survey, interview and focus group we conduct, end users are begging for access to more color output and black & white and color scanning. Does this apply to your firm?
3. Should I standardize equipment and software platforms across all offices, even my international offices?
In order to drive the most cost-effective and competitive deal, minimize administrative headaches and standardize the end user experience across all offices, we recommend that the firm choose a common equipment platform and workflow solution.
4. How should I structure my contract?
In this economic time, every equipment contract should contain flexible language to allow you to add, delete, upgrade and downgrade equipment at any time during the contract without penalties, early buyouts or liquidated damages.
5. Should I take into account my other input/output devices when I select and place the multi-functional devices?
Yes – even though the responsibilities for these devices are usually cross departmental – when choosing speed and capabilities for your MFDs, local and network printers should be taken into account with the idea to minimize overall placements.
Review Your Contract
When was the last time you reviewed your contract with your equipment and/or outsourcing provider? Have you conducted an audit to verify that you are being charged correctly? Have the standards of performance been updated as your requirements have changed? Take some time and make sure your contract reflects the equipment, services and supplies being provided by your vendor. When conducting these types of audits, Mattern has found:
- Incorrect invoice prices
- Service levels that are no longer required and/or being met – for example hourly mail sweeps, or delivery of hardcopy incoming facsimiles
- The equipment listed on the invoice did not match the equipment actually being utilized
If you don’t have the time or resources, the professionals at Mattern & Associates can assist you with the review of your contracts. Please feel free to call us at (610) 459-7750.
