From: Andy Peters
Sent: Tue Jul 28 11:37:59 2020
To: City Shops Distribution List; WWTP Distribution List; Water Treatment Plant Distribution List
Cc: Ginger Harville; Gerald Fisher
Subject: FW: Trugreen termination
Importance: Normal
Attachments: 20200728 Trugreen Contract Termination.pdf; Folks, I just wanted to pass along the final result of the True-Green mixup, so we can all get the advantage of the experience. In case you are unaware: Truegreen slipped a quote in to our standard contracts, which I then accidently approved with an online-signature. My lessons learned do include being careful with online signatures, naturally, but more importantly: to be EXTREMELY CAREFUL with “Open Pos”. Even this mistake would have been okay if Truegreen had been operating under the “One PO for One Service” idea, like most of our other vendors. Instead, I had been giving them an open PO for all the services on the annual contract each year. Thus, when I accidently signed something slipped in to those contracts, the business had a claim against our accounts, and we couldn’t say “where is your PO? No PO, no service, no contract, no money!” There are indeed times when an open PO is necessary (Verizon phones, software services, Projects, etc) and it makes sense to batch services together to size Pos so we can all work conveniently (such as a PO for a weeks’ worth of asphalt patches from Newman Paving, or a PO for seat replacement on 7 trucks, etc). But the concept “one PO for one service” is the key to protecting ourselves. As I just beautifully demonstrated: “one PO for one service” can even protect us from accidently signing something. I hope this experience saves someone else trouble in the future. Thanks to everyone for your understanding and support as we figured this out. Respectfully, Andy From: Gerald Fisher <gfisher@cityofmolalla.com> Sent: Tuesday, July 28, 2020 11:08 AM To: Dan Huff <dhuff@cityofmolalla.com>; Andy Peters <apeters@cityofmolalla.com>; Chaunee Seifried <cseifried@cityofmolalla.com> Cc: Ginger Harville <gharville@cityofmolalla.com>; Cindy Chauran <cchauran@cityofmolalla.com> Subject: Trugreen termination Attached is the letter that will go out with final payment to Trugreen. Its unfortunate but I know our Ops staff can do this work in time and likely at a lower long term cost than Trugreen. Regards, Gerald Fisher, P.E. | Public Works Director City of Molalla 117 N Molalla Ave. | PO Box 248 |Molalla, OR 97038 Office: 503.829.6855 | Direct: 503.759.0218 CONFIDENTIALITY NOTICE: The information contained in this email message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient and have received this communication in error, please contact the sender by reply email and destroy all copies of the original message. Thank you.