7972 - Scope of WorkExpense Data Validation Services
SCOPE OF WORK
1
A. PURPOSE
This document intends to provide interested vendors with sufficient information to enable them
to prepare and submit proposals for consideration by the City of Denton (“City”) to furnish all
labor, materials, resources, and supervision for Expense Data Validation Services. The
respondent’s submission shall accurately describe your understanding of the objectives and scope
of the requested services and provide an outline of your process to implement the requirements
of the Scope of Work. Failure to include all required information in your submission may result in
the disqualification of a respondent.
P-Card Data Validation Services
Authorized City employees use P-Cards primarily to make relatively low dollar value purchases of
travel, dues, memberships, goods, and services.
Reviews will include but not be limited to the following:
• Analyzing the reports provided as the source to identify possible fraud and risks any
other incident of irregularities.
The contractor is to review and identify expense transactions of suspected fraud, duplications,
misuse, unauthorized expenditures, irregular expenditures, and other usages that do not align
with the City’s business practices.
• Provide monthly alerts on suspected transactions
• Provide monthly reports
o Transaction alerts regarding potential P-Card misuse, financial alerts, purchasing
alerts summarizing review findings
▪ P-Card Misuse Reports should include:
• An overview/summary of key purchase statistics
• Department Patterns
• Employee Patterns
• List of Transactions suspected of misuse including gifts, awards,
small local dining transactions, car washes, and fuel purchases
▪ Financial Alert Reports should include:
• An overview/summary of key purchase statistics
• Department Patterns
• Employee Patterns
• List of Transactions suspected of split transactions, split
transactions across days, split transactions between cardholders,
exceeded transaction limits, inactive card/account usage, and
sales tax indicated
▪ Purchasing Alert Reports should include:
• An overview/summary of key purchase statistics
• Department Patterns
• Employee Patterns
• List of Transactions suspected of suspected capital purchases,
printers and toners, IT & Telecom products, missing business
Expense Data Validation Services
SCOPE OF WORK
2
reasons, potential service vendors conducting work on City
property, international transactions, and use of vendors under
contract
▪ Other alerts
• An overview/summary of key purchase statistics
• Department Patterns
• Employee Patterns
• List of Transactions including PayPal or similar transactions, eBay
or other online bidding sites, Etsy transactions, and transactions
involving financial institutions such as Venmo and Zelle, recurring
charges, excessive large retail patterns, and duplicate charges
o Department purchase reporting including department summary, department
purchase, cardholder activity
▪ One report per department
▪ Purchase analysis, top purchase categories, top purchase suppliers
▪ Transactions flagged for department review
▪ Department split transactions, credit limits, and potential sales tax
▪ Missing business reasons
▪ Suspect purchases
▪ Suspect service vendors doing work on city property
▪ Department transaction details
o Accounts Payable statistics include but are not limited to duplicate invoices,
duplicate payments, and frequent credits – one report per category
▪ Purchase summaries
▪ Overview/summary of possible duplicate payments
▪ Vendor purchase summaries
▪ Frequent credit notes
o Additional Purchasing Reports
▪ IT & Telecom Report
• Overview of IT & Telecom purchases – all purchases of printers
and toners; cardholders are not permitted to make these
purchases
• Department Patterns
• Employee Patterns
• Listing of IT & Telcom transactions for the reporting period
▪ T&E Report
• Overview of transactions related to travel or entertainment
• Department Patterns
• Employee Patterns
• Listing of T&E transactions for the reporting period
▪ Procurement Workbook
• P-Card purchasing trends over time (year to date compared to
the previous year)
• Top purchasing categories with a list of transactions
• Top suppliers with a list of transactions
Expense Data Validation Services
SCOPE OF WORK
3
• Supplier purchase threshold – at or over $3,000 single
transaction and supplier cumulative 12-month purchase at or
over $50,000
▪ Office Supplies Report
• An overview of office supply purchases statistics including top
suppliers, top departments, and top employees
• Supplier purchase patterns
• Department purchase patterns
• Off-contract department patterns
• Employee purchase patterns
• Off-contract employee patterns
• Listing of office supply transactions
▪ Amazon Reporting
• Statistical overview of Amazon purchases
• Overall employee purchase patterns
• Amazon purchasing alerts including printers and toners, personal
expenses, gifts and gift cards, IT & Telecom products, missing
business reasons
• Shipments made to non-City locations
• P-Card Volume for past three fiscal years (City fiscal year runs October 1 – September 31)
Fiscal Year
Total # of Transactions
per FY
Total Pcard Spend
per FY
Average # of Pcard
Transactions Per Month
FY 2021-22 thru
December
3,574
$797,908.86
1,191
FY 2020-21 14,942 $3,626,680.90 1,245
FY 2019-20 14,158 $4,065,399.43 1,180
FY 2018-19 22,523 $5,529,343.47 1,877
Invoice Data Validation Services
AP requires one weekly review and one monthly review service
• AP Reporting Review
o Once a week, the contract needs to review and provide a duplicate payment
report before the City’s weekly check run
o Once a month, the contract needs to provide a duplicate payment report
comparison of check payments and PCard payments
Expense Data Validation Services
SCOPE OF WORK
4
B. PROJECT CONTROLS
1. Project Estimates
The contractor is to provide an itemized fee scheduled for selected services. Estimates
should include all costs including overhead and profit for preparing estimates for projects.
2. Invoices
Invoices are to include the purchase order issued by the department and an itemized list of
services provided
C. EMPLOYEES
1. The contractor shall maintain the confidentiality of information provided to them.
D. MINIMUM QUALIFICATIONS
▪ Commercial Experience: The contractor has been in business for at least 5 years
▪ 5 years of experience doing business with a governmental agency the size of the City or
larger
▪ The contractor must be authorized to do business in the State of Texas
E. RESPONSIBILITIES
1. The city is to make available to the contractor the monthly P-Card expense data electronically
no later than the 19th of each month or the next business day when the 19th falls on a weekend
or observed holiday. The city observed holidays include:
• New Year’s Day
• Martin Luther King Day
• Memorial Day
• June 19th
• July 4th
• Labor Day
• Veterans Day
• Thanksgiving and the day after Thanksgiving
• Christmas Eve
• Christmas Day
2. The city gives contractors consent to download the monthly P-Card data into their secured
systems
Expense Data Validation Services
SCOPE OF WORK
5
3. The contractor is to provide a central point of contact to ensure coordination of the data
validation reviews.
4. Contractor to make reports available to the City within 3 business days of being provided the
monthly P-card expense data
5. The Accounts Payable department will provide a weekly report of all check/ACH payments
F. Appendix
1. Sample PCard Reports
See attached excel under attachments tab
2. Sample Amazon Reports
See attached excel under attachments tab
3. Sample Contract Vendor Report
See attached excel under attachments tab