HomeMy WebLinkAboutItem 10e - Standards of Cover/Community Risk Assessment
STAFF REPORT
FIRE DEPARTMENT
DATE: April 21, 2026
TO: Honorable Mayor and City Council
FROM: Chen Suen, Fire Chief
By: Jacob Sutton, Battalion Chief
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH AP TRITON, LLC FOR
STANDARDS OF COVER/COMMUNITY RISK ASSESSMENT IN AN
AMOUNT NOT TO EXCEED $80,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
As part of the Fiscal Year 2025-26 Citywide Budget adoption, the City Council
approved a new Fire Department program entitled “Standards of Cover Assessment”
and allocated $80,000 to the Fire Operating Budget. This new program will provide
an in-depth analysis of the Fire Department's current operations. A Standards of
Cover (“SOC”)/Community Risk Assessment (“CRA”) study or assessment is a
systematic process to assess community risks, evaluate response performance, and
identify opportunities for improvement. Through data collection and analysis, the
SOC/CRA study will determine the Arcadia Fire Department’s (“Department”) current
levels of response, response time objectives, standards for measuring resource
effectiveness, and the deployment of its resources. The assessment results will
provide a framework to ensure the community receives the appropriate level of
services it needs based on a data-driven evaluation of effectiveness.
The Fire Department recently solicited a Request for Proposal (“RFP”) to provide the
SOC/CRA study and received six submissions. Upon review and evaluation, it is
recommended that the City Council approve, authorize, and direct the City Manager
to execute a Professional Services Agreement with AP Triton, LLC, in an amount not
to exceed $80,000.
Standards of Cover/Community Risk Assessment
April 21, 2026
Page 2 of 5
BACKGROUND
In the 2004-2005 Verdugo Dispatch Annual Report, the documented call volume for
the Department was 4,127 emergency responses. During 2024, the Arcadia Fire
Department responded to 6,136 emergency responses, which is a 48.7% call volume
increase compared to 20 years ago. Some of the major contributing factors to this
increase over time include the aging of the community, extension of light rail service
through the City, and large mixed-use and new hotel developments. Additionally,
recent wildfires such as the Bobcat Fire and Eaton Fire, highlight the importance of
maintaining sufficient firefighting resources to meet the needs of the wildland-urban
interface. Added to this, the City is currently undergoing significant expansion of its
housing stock with the addition of large multifamily developments in the Downtown
area, as well as the addition of second or third homes on single-family residential
lots. Due to sustained growth in service demands, increasing frequency and severity
of major wildfires, and the unpredictability of emerging incidents, conducting an
SOC/CRA study to review community risks and emergency response capabilities will
help to better prepare the City to maintain its high level of fire and paramedic
services to the community.
DISCUSSION
An SOC/CRA study is a comprehensive planning tool used by municipal fire
departments to evaluate and optimize their emergency response capabilities. The
SOC/CRA will also provide a defensible, data-driven foundation for future policy
decisions, capital planning, and potential grant funding opportunities. These studies
systematically assess community risks, analyze current deployment models, and
establish benchmarks to ensure effective mitigation of hazards such as fires, medical
emergencies, hazardous materials incidents, and technical rescues. Developed
under the framework of the Center for Public Safety Excellence (“CPSE”) accreditation
model, SOC/CRA studies help align resources with community needs, promoting
safety, efficiency, and accountability.
The primary purpose of an SOC/CRA study is to identify any service gaps, predict
workload, and define acceptable levels of risk as determined by the community and
City stakeholders. The SOC/CRA serves as a management tool for resource allocation,
including apparatus types, staffing levels, and station placements, while facilitating
continuous improvement through data-driven evaluations. By benchmarking against
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April 21, 2026
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the highest standards established by the National Fire Protection Association
(“NFPA”), including NFPA 1710 (which specifies response times, such as four minutes
of travel to 90% of incidents), the SOC/CRA studies ensure fire departments can
measure performance, justify budgets, and enhance public trust. These studies are
typically updated every five years or as community demographics, infrastructure, or
hazards evolve.
On January 30, 2026, a Notice Inviting Proposals for the Standards of
Cover/Community Risk Assessment was published, and notices were provided to
firms offering these services. On February 23, 2026, the City Clerk’s Office received
six proposals. The proposals were evaluated based on the firm’s thoroughness and
understanding of the scope of work, relevant experience, proposed project timeline,
and proposal quality. The results of the evaluation for each company’s ranking and
proposed cost are listed below:
Rank Firm Evaluation Scores
(out of 100)
Cost Proposal
1 AP Triton, LLC 97.33 $76,425
2 ESCI 92.67 $54,635
3 Jacob Green & Associates 81.00 $68,500
4 Fitch & Associates 77.67 $62,996
5 Dark Horse Emergency 77.33 $110,000
6 Public Consulting Group 59.67 $169,990
After careful review and consideration of each firm’s proposal, qualifications,
understanding of the needs of the City, quality of service approach, implementation
timeline, and cost, AP Triton, LLC was determined to be the most qualified firm to
prepare a comprehensive Standards of Cover/Community Risk Assessment. Despite
the lower cost proposed by three other vendors, AP Triton, LLC was ranked first
based on several critical evaluation areas, including:
• Demonstrated depth, clarity, and insight in addressing the scope of work;
• A well-structured, realistic, and efficient project timeline; and
• Overall proposal quality, professionalism, and attention to detail,
ESCI and Jacob Green & Associates were ranked second and third, respectively. While
both firms demonstrated relevant experience and the ability to perform the work,
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April 21, 2026
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their proposals were less competitive when evaluated against the City’s established
criteria. In particular, both firms scored lower in the areas of scope understanding
and overall proposal quality, as their submissions provided less clarity and detail in
project approach, data analysis methodology, and the development of measurable
performance objectives and deliverables outlined in the RFP. In addition, portions of
the proposals lacked clarity and consistency, and provided less specificity related to
stakeholder engagement, long-term system planning, and implementation
strategies. While none of these issues were determinative on their own, taken
together they contributed to lower overall evaluation scores.
AP Triton, LLC demonstrated extensive and proven experience providing public
safety consulting services for agencies across California and nationwide, bringing
significant technical expertise and a strong foundation in industry best practices. The
firm has a strong track record of successfully completing similar projects for other
agencies, including the La Verne and Sierra Madre Fire Departments, and has
supported fire agencies throughout the region, further demonstrating their ability to
deliver high-quality, actionable analyses. Collectively, these strengths highlight AP
Triton’s superior capability to deliver a comprehensive, data-driven, and actionable
Standards of Cover/Community Risk Assessment, tailored to the City’s needs.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California
Environmental Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA
Guidelines, as it can be seen with certainty that it will have no impact on the
environment.
FISCAL IMPACT
The FY 2025-26 Fire Operating Budget has allocated $80,000 for this project. The total
proposal cost for this project is $76,425, with the remaining balance of $3,575,
authorized to accommodate potential contingencies or unforeseen project needs.
RECOMMENDATION
It is recommended that the City Council determine that this action does not
constitute a project under the California Environmental Quality Act (“CEQA”); and
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approve, authorize, and direct the City Manager to execute a Professional Services
Agreement with AP Triton, LLC for Standards of Cover/Community Risk Assessment
in an amount not to exceed $80,000.
Attachment: Proposed Professional Services Agreement
A
CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT REGARDING
STANDARDS OF COVER & COMMUNITY RISK ASSESSMENT
This Agreement is made and entered into as of April ____, 2026____ by and between the
City of Arcadia, a municipal corporation organized and operating under the laws of the State of
California with its principal place of business at 240 West Huntington Drive, Arcadia, California
91066 (“City”), and AP TRITON, LLC., a [CORPORATION] with its principal place of business at
1309 Coffeen Avenue, Suite 3178, Sheridan, Wyoming, 82801 (hereinafter referred to as
“Consultant”). City and Consultant are sometimes individually referred to as “Party” and
collectively as “Parties” in this Agreement.
RECITALS
A.City is a public agency of the State of California and is in need of professional
services for the following project:
STANDARDS OF COVER & COMMUNITY RISK ASSESSMENT (hereinafter referred to as “the
Project”).
B.Consultant is duly licensed and has the necessary qualifications to provide such
services.
C.The Parties desire by this Agreement to establish the terms for City to retain
Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1.Services.
Consultant shall provide the City with the services described in the Scope of Services
attached hereto as Exhibit “A.”
2.Compensation.
a.Subject to paragraph 2(b) below, the City shall pay for such services in
accordance with the Schedule of Charges set forth in Exhibit “B.”
b.In no event shall the total amount paid for services rendered by Consultant
under this Agreement exceed the sum of $76,425.00 (Seventy-Six Thousand Four Hundred
Attachment
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Twenty-Five). This amount is to cover all printing and related costs, and the City will not pay any
additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt
of an invoice which includes a detailed description of the work performed. Payments to Consultant
for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations
with the other party indicate that a change is warranted, it shall be processed in the following
manner: a letter outlining the changes shall be forwarded to the Cit y by Consultant with a
statement of estimated changes in fee or time schedule. An amendment to this Agreement shall
be prepared by the City and executed by both Parties before performance of such services, or
the City will not be required to pay for the changes in the scope of work. Such amendment shall
not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs
incurred shall be maintained by Consultant and made available at all reasonable times during the
contract period and for four (4) years from the date of final payment under the contract for
inspection by City.
5. Term.
The term of this Agreement shall be from July 1, 2026 to June 30, 2027, unless earlier
terminated as provided herein. The Parties may, by mutual, written consent, extend the term of
this Agreement if necessary to complete the Project. Consultant shall perform its services in a
prompt and timely manner within the term of this Agreement and shall commence performance
upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to
Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for
delays in performance caused by circumstances beyond the reasonable control of the non-
performing party. For purposes of this Agreement, such circumstances include but are not limited
to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil
disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or
judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a
reasonable time of being prevented from performing, give written notice to the other party
describing the circumstances preventing continued performance and the efforts being made to
resume performance of this Agreement.
7. Compliance with Law.
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a. Consultant shall comply with all applicable laws, ordinances, codes and
regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and
maintaining all permits required of Consultant by federal, state and local regulatory agencies.
c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of
hazardous and toxic substances spilled as a result of his or her services or operations performed
under this Agreement.
8. Standard of Care
Consultant’s services will be performed in accordance with generally accepted
professional practices and principles and in a manner consistent with the level of care and skill
ordinarily exercised by members of the profession currently practicing under similar conditions.
9. Assignment and Subconsultant
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or
interest in this Agreement without the written consent of the City, which may be withheld for any
reason. Any attempt to assign or so transfer without such consent shall be void and without legal
effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision
making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall
prevent Consultant from employing independent associates, and subconsultants as Consultant
may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No
employee or agent of Consultant shall become an employee of City. The work to be performed
shall be in accordance with the work described in this Agreement, subject to such directions and
amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided
evidence satisfactory to the City it has secured all insurance required under this section. In
addition, Consultant shall not allow any subcontractor to commence work on any subcontract until
it has secured all insurance required under this section.
a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance
of all work under this Agreement, in amounts not less than specified herein, Commercial General
Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at
least as broad as the following:
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(1) Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent.
(iii) Commercial General Liability Insurance must include coverage
for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion
deleted
(7) Contractual Liability with respect to this Agreement
(8) Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting
coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured
against another; (3) products/completed operations liability; or (4) contain any other exclusion
contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status using ISO endorsement forms CG 20 10
10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or
provide coverage excess of a self-insured retention, subject to written approval by the City, and
provided that such deductibles shall not apply to the City as an additional insured.
b. Automobile Liability
(i) At all times during the performance of the work under this
Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non-owned and hired vehicles, in a form and with
insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as
broad as Insurance Services Office Form Number CA 00 01 covering automobile liability
(Coverage Symbol 1, any auto).
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(iii) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status.
(iv) Subject to written approval by the City, the automobile liability
program may utilize deductibles, provided that such deductibles shall not apply to the City as an
additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section
3700 of the California Labor Code which requires every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in accordance with the provisions of that
code, and he/she will comply with such provisions before commencing work under this
Agreement.
(ii) To the extent Consultant has employees at any time during the term
of this Agreement, at all times during the performance of the work under this Agreement, the
Consultant shall maintain full compensation insurance for all persons employed directly by
him/her to carry out the work contemplated under this Agreement, all in accordance with the
“Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of
California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts
indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period
required by this Agreement, workers’ compensation coverage of the same type and limits as
specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall
maintain professional liability or Errors and Omissions insurance appropriate to its profession, in
a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and
shall be written on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Consultant. “Covered Professional Services” as designated in the policy must
specifically include work performed under this Agreement. The policy must “pay on behalf of” the
insured and must include a provision establishing the insurer's duty to defend.
e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate
for bodily injury, personal injury, and property
damage
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Automobile Liability $1,000,000 per occurrence for bodily injury and
property damage
Employer’s Liability $1,000,000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and
omissions)
(ii) Defense costs shall be payable in addition to the limits.
(iii) Requirements of specific coverage or limits contained in this
section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of
any coverage normally provided by any insurance. Any available coverage shall be provided to
the parties required to be named as Additional Insured pursuant to this Agreement.
f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence
of insurance from an insurer or insurers certifying to the coverage of all insurance required
herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent)
signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or
equivalent), together with required endorsements. All evidence of insurance shall be signed by
a properly authorized officer, agent, or qualified representative of the insurer and shall certify the
names of the insured, any additional insureds, where appropriate, the type and amount of the
insurance, the location and operations to which the insurance applies, and the expiration date of
such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this Agreement, except that the Consultant
shall provide at least ten (10) days prior written notice of cancellation of any such policy due to
non-payment of premium. If any of the required coverage is cancelled or expires during the term
of this Agreement, the Consultant shall deliver renewal certificate(s) including the General
Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective
date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy
shall each contain a provision stating that Consultant’s policy is primary insurance and that any
insurance, self-insurance or other coverage maintained by the City or any named insureds shall
not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the
effective date of this Agreement. Consultant shall maintain such coverage continuously for a
period of at least three years after the completion of the work under this Agreement. Consultant
shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced
past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the
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policy is replaced by another claims-made policy with a retroactive date subsequent to the
effective date of this Agreement.
(iv) All required insurance coverages, except for the professional
liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its
officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or
others providing insurance evidence in compliance with these specifications to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and
shall require similar written express waivers and insurance clauses from each of its
subconsultants.
(v) The limits set forth herein shall apply separately to each insured
against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in
excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City
and shall not preclude the City from taking such other actions available to the City under other
provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VII and admitted to transact in the
business of insurance in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California Insurance Code
or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Consultant, and any approval of said insurance by the City, is not
intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise
assumed by the Consultant pursuant to this Agreement, including but not limited to, the
provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is
canceled and not replaced, City has the right but not the duty to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of
all insurance policies in effect for the duration of the Project.
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(iv) Neither the City nor any of its officials, officers, employees, agents
or volunteers shall be personally responsible for any liability arising under or by virtue of this
Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any
subcontractors or subconsultants to commence work on any subcontract until they have provided
evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or
subconsultants shall be endorsed to name the City as an additional insured using ISO form CG
20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant,
City may approve different scopes or minimum limits of insurance for particular subcontractors
or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel
of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and
agents free and harmless from any and all claims, demands, causes of action, costs, expenses,
liability, loss, damage or injury of any kind, in law or equity, to property or persons, including
wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or
omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Consultant’s services, the Project
or this Agreement, including without limitation the payment of all damages, expert witness fees
and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials,
officers, employees, agents, or volunteers.
b. To the extent required by Civil Code section 2782.8, which is fully
incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims
that arise out of, pertain to, or relate to the negligence, recklessness, or willful mis conduct of the
Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify,
and/or hold harmless arise out of Consultant’s performance of “design professional services” (as
that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final
adjudication that liability under a claim is caused by the comparative active negligence or willful
misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established
comparative liability of the City and shall not exceed the Consultant’s proportionate percentage
of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections
1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the
performance of other requirements on certain “public works” and “maintenance” projects
(“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public
works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total
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compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration,
demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage
Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and
agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon
the Consultant and all subconsultants to comply with all California Labor Code provisions, which
include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775),
employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code
Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment
of contractors and subcontractors (Labor Code Section 1777.1).
b. If the services are being performed as part of an applicable “public works”
or “maintenance” project and if the total compensation is $15,000 or more for maintenance or
$25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to
Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such
services must be registered with the Department of Industrial Relations. Consultant shall maintain
registration for the duration of the Project and require the same of any subconsultants, as
applicable. This Project may also be subject to compliance monitoring and enforcement by the
Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all
applicable registration and labor compliance requirements.
c. This Agreement may also be subject to compliance monitoring and
enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility
to comply with all applicable registration and labor compliance requirements. Any stop orders
issued by the Department of Industrial Relations against Consultant or any subcontractor that
affect Consultant’s performance of services, including any delay, shall be Consultant’s sole
responsibility. Any delay arising out of or resulting from such stop orders shall be considered
Consultant caused delay and shall not be compensable by the City. Consultant shall defend,
indemnify and hold the City, its officials, officers, employees and agents free and harmless from
any claim or liability arising out of stop orders issued by the Department of Industrial Relations
against Consultant or any subcontractor.
14. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements
and restrictions of state and federal law respecting the employment of undocumented aliens,
including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended
from time to time, and shall require all subconsultants and sub-subconsultants to comply with the
same.
15. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County of Los Angeles, State of California.
16. Termination or Abandonment
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a. City has the right to terminate or abandon any portion or all of the work
under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event,
City shall be immediately given title and possession to all original field notes, drawings and
specifications, written reports and other documents produced or developed for that portion of the
work completed and/or being abandoned. City shall pay Consultant the reasonable value of
services rendered for any portion of the work completed prior to termination. If said termination
occurs prior to completion of any task for the Project for which a payment request has not been
received, the charge for services performed during such task shall be the reasonable value of
such services, based on an amount mutually agreed to by City and Consultant of the portion of
such task completed but not paid prior to said termination. City shall not be liable for any costs
other than the charges or portions thereof which are specified herein. Consultant shall not be
entitled to payment for unperformed services, and shall not be entitled to damages or
compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under
this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial
failure by City to perform in accordance with the terms of this Agreement through no fault of
Consultant.
17. Documents. Except as otherwise provided in “Termination or Abandonment,”
above, all original field notes, written reports, Drawings and Specifications and other documents,
produced or developed for the Project shall, upon payment in full for the services described in this
Agreement, be furnished to and become the property of the City.
18. Organization
Consultant shall assign Melissa Vazquez Swank as Project Manager. The Project
Manager shall not be removed from the Project or reassigned without the prior written consent of
the City.
19. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described
above.
20. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given
or delivered by depositing the same in any United States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to:
CITY:
City of Arcadia
CONSULTANT:
AP TRITON, LLC.
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240 West Huntington Drive
Arcadia, CA 91066
Attn: Jacob Sutton, Arcadia Fire Department
1309 Coffeen Avenue, Suite 3178
Sheridan, WY 82801
Attn: Michael Despain, Chief Executive Officer
and shall be effective upon receipt thereof.
22. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other
than the City and the Consultant.
23. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not
discriminate against any employee or applicant for employment because of race, religion, color,
national origin, ancestry, sex, age or other interests protected by the State or Federal
Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or
termination.
24. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and
Consultant as to those matters contained herein, and supersedes and cancels any prior or
contemporaneous oral or written understanding, promises or representations with respect to
those matters covered hereunder. Each party acknowledges that no representations,
inducements, promises or agreements have been made by any person which are not incorporated
herein, and that any other agreements shall be void. This Agreement may not be modified or
altered except in writing signed by both Parties hereto. This is an integrated Agreement.
25. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not
render the provisions unenforceable, invalid or illegal.
26. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in
interest, executors, administrators and assigns of each party to this Agreement. However,
Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights,
burdens, duties or obligations without the prior written consent of City. Any attempted assignment
without such consent shall be invalid and void.
27. Non-Waiver
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Standards of Cover/Community Risk Assessment
None of the provisions of this Agreement shall be considered waived by either party,
unless such waiver is specifically specified in writing.
28. Time of Essence
Time is of the essence for each and every provision of this Agreement.
29. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with
this Project or other projects.
30. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or
person, other than a bona fide employee working solely for Consultant, to solicit or secure this
Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. For breach or violation of this warranty, City shall
have the right to rescind this Agreement without liability. For the term of this Agreement, no
director, official, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material benefit
arising therefrom.
31. Federal Requirements [***INCLUDE THIS SECTION ONLY IF APPLICABLE;
DELETE OTHERWISE AND DELETE ASSOCIATED EXHIBIT. YOU MAY ALSO NEED TO
INCLUDE SOME INFORMATION IN THE RFP DUE TO FEDERAL FUNDING GUIDELINES.
CONSULT LEGAL COUNSEL IF NECESSARY***]
When funding for the services is provided, in whole or in part, by an agency of the federal
government, Consultant shall also fully and adequately comply with the provisions included in
Exhibit “D” (Federal Requirements) attached hereto and incorporated herein by reference
(“Federal Requirements”). With respect to any conflict between such Federal Requirements and
the terms of this Agreement and/or the provisions of state law, the more stringent requirement
shall control.
[SIGNATURES ON FOLLOWING PAGE]
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Standards of Cover/Community Risk Assessment
SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF ARCADIA
AND AP TRITON, LLC
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above.
CITY OF ARCADIA AP TRITON, LLC
By: By:
Dominic Lazzaretto Signature
City Manager
Date: Its:
ATTEST: Printed Name
By: Date:___________________________
City Clerk
APPROVED AS TO FORM By:
Signature
By: Its:
Michael J. Maurer
City Attorney
Printed Name
City of Arcadia Page 14
Standards of Cover/Community Risk Assessment
EXHIBIT A
Scope of Services
AP Triton, LLC (AP Triton) understands that the City of Arcadia seeks a comprehensive
Standards of Cover (SOC) and Community Rist Assessment (CRA) for the Arcadia Fire
Department (AFD) that evaluates current service delivery, deployment performance, staffing, and
organizational capacity while establishing a practical framework for ongoing performance
measurement and future planning.
This study will be conducted in accordance with the Center for Public Safety Excellence
(CPSE) accreditation model and the Commission of Fire Accreditation International (CFAI) Quality
Improvement for the Fire and Emergency Services (10th Edition) methodology. The SOC/CRA will
also align with nationally recognized standards and best practices, including applicable National
Fire Protection Association (NFPA) standards, Insurance Services Office (ISO) evaluation criteria,
CAL-OSHA requirements, and relevant federal, state, and local mandates governing fire and
emergency medical services in California.
Arcadia is a complex and dynamic community within Los Angeles County, characterized
by stable residential neighborhoods, significant commercial and institutional occupancies, major
destination venues, and a substantial transient and daytime population that increases during peak
business hours and special events. The City’s proximity to the San Gabriel Mountains and the
Angeles National Forest also introduces environmental and wildland interface considerations that
must be reflected in emergency service planning.
AFD operates as an all-risk department from three fire stations (Stations 105, 106, and
107), providing fire suppression, emergency medical services, rescue, hazardous materials
response, and specialty capabilities. Daily deployment includes engine and truck companies, ALS
and EMT ambulance resources, command staff, and specialty apparatus. The SOC/CRA will
evaluate how these resources align with community risk, service demand, and adopted
performance expectations.
AP Triton understands that AFD is seeking a clear, usable, and accountable SOC/CRA
that:
• Evaluates current deployment and staffing relative to risk and demand.
• Assesses historical system performance using objective, data-driven measures.
• Establishes defensible performance objectives tied to community risk.
• Identifies practical, implementable options for improving service delivery over time.
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Standards of Cover/Community Risk Assessment
AP Triton’s Strategic Methodology
No. 1
Current Conditions
Request key data and
engage stakeholders to
inform decisions and
clearly define the gaps
and issues to be
addressed.
No. 2
Data Analytics
Develop strategies and
options aligned with
data, national standards
and best practices,
client goals, and
available resources.
No. 3
Evaluate Options
Compare pros, cons,
and outcomes across
options and develop a
data-driven
recommendation.
No. 4
Implementation Guidance
Define key performance
indicators and provide
implementation guidance, as
requested.
This effort will provide City leadership, department management, and policy makers with
actionable recommendations supported by GIS analysis, performance metrics, and transparent
assumptions – ensuring the SOC/CRA serves as both a strategic planning tool and a repeatable
performance management framework.
Section One – Project Initiation
Task 1-A: Project Initiation & Development of a Work Plan
AP Triton will meet virtually with the Arcadia Fire Department (AFD) leadership team. The purpose
of this meeting will be to develop a complete understanding of the department’s background,
organizational context, goals, and expectations for the project. AP Triton’s Project Manager will
then refine a proposed work plan to guide the project. This plan will establish:
• Clear identification of project team members and their responsibilities.
• Major tasks and sub-tasks to be performed.
• Resources to be utilized throughout the project.
• Methods for evaluating study results to ensure accuracy and applicability.
• Identification of potential constraints or challenges that may affect task completion.
The benefits of this process will be the development of effective working relationships between
AP Triton and AFD, while also clarifying communication protocols, review expectations, and
logistical needs critical to project success.
Task 1-B: Procurement of Information & Data
AP Triton will request pertinent information and data from AFD, the City of Arcadia, and relevant
partner agencies (including mutual and automatic aid providers). This information is critical and
will be used extensively throughout the analysis and report development. The documents and
data relevant to this project will include, but not limited to:
• Emergency Services Reports: Past or current planning documents, strategic plans,
hazard mitigation plans, after-action reports, and annual reports.
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Standards of Cover/Community Risk Assessment
• Community Data: General Plan elements, specific plans, GIS data, zoning maps, land-
use information, and demographic statistics for the City of Arcadia.
• Geographic Information System (GIS) Files: Shapefiles and other GIS resources
needed for incident demand, coverage, and risk analysis.
• Operational Information: Response time performance standards, EMS delivery models,
training programs, fire prevention activities, and apparatus inventories.
• Administrative Materials: Policies, procedures, financial data, collective bargaining
agreements, and mutual or automatic aid agreements.
• Organizational Infrastructure: Department organizational charts authorized and actual
staffing levels, and administrative support structures.
• Insurance Services Office (ISO): Most recent Public Protection Classification
documentation and related materials.
• Historical Service Performance Data:
o Current and historical Records Management System (RMS) data, including
NFIRS/NERIS, spanning three (3) to five (5) years.
o Current and historical Computer-Aided Dispatch (CAD) incident records spanning
three (3) to five (5) years.
• Financial Data: Current and historical operating budgets, revenue and expenditure detail,
and cost recovery schedules, where applicable.
• Inventory Data: Comprehensive list of facilities (fire stations, administrative facilities,
training or maintenance spaces), apparatus, and vehicles.
• Other Relevant Documents: Any additional materials identified by AFD or the City that
are necessary for successful completion of the project.
Task 1-C: Stakeholder & Community Input
The AP Triton Project Team will conduct structured interviews and gather qualitative information
from key stakeholders, inclusive of internal personnel, partner agencies, and community
representatives. Information may be obtained through on-site or virtual interviews, electronic
questionnaires, and/or telephone interviews. Stakeholders will include, but are not limited to:
• City of Arcadia elected officials and executive staff.
• Arcadia Fire Department command staff, including the Fire Chief, Deputy Fire Chief,
Battalion Chiefs, Fire Marshall, and administrative personnel.
• Labor representatives, operations personnel, and fire prevention staff.
• Emergency medical service partners and mutual or automatic aid agencies.
• Public safety communications and dispatch personnel.
• Members of the business community, homeowner associations, and civic organizations.
• Partner organizations involved in fire prevention, EMS, emergency management, or
community risk reduction.
From these discussions, AP Triton will gain insight into operational challenges, discal and policy
considerations, service expectations, and perceived risks related to fire and emergency medical
services within the community.
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Optional Task 1-D: Community Survey
At the City’s discretion, AP Triton can design and administer a concise electronic community
survey to gather resident and stakeholder input regarding perceived risks, service priorities, and
expectations related to fire and emergency medical services. Survey results would be
summarized and incorporated into the final Standards of Cover and Community Risk Assessment
to supplement quantitative data with community perspective.
Section Two – Evaluation of Current Conditions
Utilizing the data and information provided by the Arcadia Fire Department, the City of Arcadia,
and relevant partner agencies, AP Triton will conduct a baseline assessment of current conditions
and service performance. This assessment will include an organizational analysis of AFD based
on the elements included in the following tasks.
The purpose of this evaluation is to assess the department’s operations in comparison to industry
standards and best practices, including National Fire Protection Association (NFPA) standards,
Center for Public Safety Excellence / Commission on Fire Accreditation International
(CPSE/CFAI) guidance, and Insurance Services Office (ISO) evaluation criteria, and to establish
a defensible benchmark for evaluating future service delivery options.
Task 2-A: Description of the Department
An overview of the Arcadia Fire Department and the services it provides will be developed. This
will include:
• History, formation, and evolution of the Arcadia Fire Department.
• Description of its municipal fire department structure and service delivery responsibilities
within the City of Arcadia.
• Governance and lines of authority, including the relationship between the Fire Department,
City management, and elected officials.
• Organizational design and leadership structure, including the Fire Chief, Deputy Fire
Chief, Battalion Chiefs, Fire Marshall, and other key administrative and operational roles.
Task 2-B: Description & Review of Services Provided
The services currently provided by AFD will be reviewed and compared to industry benchmarks
and accreditation standards. Areas to be considered include:
• Description of the current all-hazards service delivery infrastructure.
• Overview of calls for service and service demand characteristics within the City of Arcadia.
• Deployment considerations, including:
o Apparatus and unit types and staffing configurations.
o Distribution of fire suppression, EMS, and specialty resources.
o Computer-Aided Dispatch (CAD) protocols and emergency communications
processes.
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• Review of emergency response services by type, including fire suppression, emergency
medical services, hazardous materials response, rescue, and other specialized incident
types.
• Critical task analysis for fire suppression, EMS, and other identified incident categories.
• Review of support and prevention programs, including:
o Emergency medical services delivery models.
o Fire Prevention and Public Education programs.
o Hazardous Materials Services and Response.
o Special Operations and Technical Rescue.
o Training, certification, and professional development programs.
Task 2-C: Staffing & Personnel
AP Triton will review AFD’s management and staffing levels, including:
• Evaluation of operating staffing levels, unit distribution, and shift configurations.
• Review and evaluation of administrative and support staffing levels.
• Review of succession planning, workforce sustainability, and personnel considerations
impacting long-term service delivery.
Task 2-D: Financial Overview
AP Triton will review AFD’s financial data, including but not limited to:
• Current and historical operating budgets for the City of Arcadia Fire Department.
• Historical recurring and non-recurring expenditures, revenue sources, fees, and taxation
mechanisms.
• Funding structure and financial policies supporting fire and emergency medical services.
• Any additional fiscal issues relevant to long-term sustainability, including cost recovery
mechanisms and financial projections, where available.
Task 2-E: Capital Facilities and Equipment
AP Triton will review AFD’s major capital assets to understand how facilities and equipment
support current service delivery and identified performance outcomes. This task will include:
• Facilities:
o Review of existing fire stations, including general condition, location, and functional
considerations.
o Reference to relevant facility planning documents, where available.
• Apparatus and Vehicles:
o Review of apparatus and vehicle inventory, including age, condition, and
serviceability.
o Assessment of apparatus distribution relative to service demand and deployment
needs.
o General overview of fleet maintenance practices and lifecycle considerations.
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Standards of Cover/Community Risk Assessment
Section Three – Community Risk Assessment
AP Triton will conduct an all-hazards Community Risk Assessment (CRA) for the City of Arcadia
and the Arcadia Fire Department, using a methodology consistent with NFPA 1300, the Center
for Public Safety Excellence (CPSE) accreditation model, and nationally recognized best
practices. This analysis will integrate demographic, geographic, and hazard-specific data to
identify risks, prioritize vulnerabilities, and support data-driven recommendations for emergency
service delivery.
The CRA will measure the Arcadia Fire Department’s ability to respond to community risks and
demands for service and will guide recommendations for effective fire suppression, emergency
medical services, rescue, and hazardous materials deployment.
Task 3-A: Community Profile/Demographic Overview
AP Triton will develop a comprehensive profile of the City of Arcadia and the surrounding service
area. This overview will include:
• Community Characteristics: General location, jurisdictional boundaries, geography,
climate, and neighboring jurisdictions within Los Angeles County.
• Demographics: Populcation history, density, growth trends, age distribution,
socioeconomic considerations, and daytime and transient population shifts influenced by
Arcadia’s role as a regional business, cultural, and event destination.
• Service Zones: Review of existing planning, response, or operational zones that define
emergency service coverage across the City of Arcadia.
• Transportation Networks: Evaluation of major transportation corridors, arterial
roadways, rail lines, and other transportation infrastructure that influence emergency
response access and travel times.
• Special Event and Activity Centers: Consideration of major venues, institutional uses,
commercial districts, and special event locations that influence call volume surge demand,
and peak operational workload.
This profile will establish baseline conditions that drive service demand and emergency
response requirements within the City of Arcadia.
Task 3-B: All-Hazards Community Risk Assessment
AP Triton will evaluate community hazards, vulnerabilities, and risk classifications using
available local, regional, and national data sources. The CRA will incorporate zoning and land-
use data, parcel information, Insurance Services Office (ISO) fire flow and water supply
considerations, demographic factors, and target hazard information to assess risk and service
needs. Key elements of this analysis will include:
• Environmental Hazards: Review of wildfire exposure within and adjacent to the
Wildland Urban Interface (WUI), seismic risks, flooding, extreme heat, and other
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Standards of Cover/Community Risk Assessment
weather-related hazards. Analysis will consider speed of onset, duration, and
implications for emergency response and resource deployment.
• Critical Infrastructure and Physical Assets: Identification and assessment of
essential infrastructure, institutional properties, commercial occupancies, multi-family
housing, special-use facilities, and other community assets within the City of Arcadia.
• Land Use and Growth Patterns: Spatial review of zoning classifications,
development trends, redevelopment activity, and planned land-use changes that
influence service demand and risk exposure.
• Risk Classifications: Development of vulnerability profiles by occupancy type,
population group, hazard type; analysis of risk by response category including fire
suppression, emergency medical services, technical rescue, hazardous materials, and
transportation-related incidents.
• System Integration Considerations: Evaluation of how current deployment
strategies, mutual and automatic aid relationships, and regional response coordination
influence community risk mitigation and service delivery effectiveness.
• Spatial Visualization of Risk: Use of GIS mapping and geospatial analysis to
illustrate hazards, transportation networks, topography, land-use patterns, growth
areas, and WUI conditions. Data visualization will incorporate risk matrices that
consider probability, consequence, and impacts on community resilience.
This analysis will provide a clear and defensible picture of community-wide hazards, threats, and
vulnerabilities, establishing a foundation for the subsequent Standards of Cover deployment
analysis and the development of actionable, performance-based recommendations.
Section Four – Standards of Cover & Deployment Analysis
AP Triton will conduct a Standards of Cover (SOC) and deployment analysis for the Arcadia Fire
Department. This evaluation will assess current operations against industry standards and best
practices, including NFPA 1710, applicable California regulatory requirements, Insurance
Services Office (ISO) evaluation criteria, and CPSE/CFAI Quality Improvement guidelines, while
documenting historical service levels provided withing the City of Arcadia.
This analysis will incorporate population density, geographic risk factors, land-use patterns, and
operational deployment considerations. Findings will support the development of future
performance objectives, deployment strategies, and recommendations for service improvements
that are defensible, measurable, and aligned with community risk.
Task 4-A: Service Delivery & Performance
To the extent date is available, AP Triton will review areas affecting service levels and operational
performance. This analysis will include:
• Service Demand Study
o Analysis of incident demand by type, geography, and temporal variation.
o GIS-based mapping of incident distribution throughout the City of Arcadia.
• Resource Distribution Study
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o Overview of fire station and apparatus deployment strategies.
o GIS-based coverage analysis to identify service gaps, overlaps, and
redundancies affecting initial unit arrival.
• Resources Concentration Study
o Analysis of unit and staffing distribution relative to effective response force (ERF)
requirements.
o Evaluation of response time performance capability to assemble ERF, as defined
by NFPA 1710 and CFAI standards.
• Response Reliability Study
o Workload evaluation, including unit hour utilization (UHU) for engines, trucks,
ambulances, and other response units.
o Analysis of call concurrency, drawdown impacts, and implications for ERF
assembly.
o Review of actual or estimated failure rates for Arcadia Fire Department units,
where data permits.
• Capability Study
o Assessment of the department’s maximum emergency response capacity,
including automatic and mutual aid participation with neighboring fire agencies.
o Evaluation of how regional response coordination augments Arcadia Fire
Department’s operational capability.
• Historical and Live Traffic Performance Summary
o Analysis of reflex time components, including call processing, turnout, travel, and
total response time.
o Evaluation of compliance with NFPA 1710 benchmarks and locally established
performance objectives.
• Impact of Mutual and Automatic Aid Systems
o Evaluation of mutual and automatic aid contributions to system reliability and ERF
achievement.
o Queuing analysis to assess wait probability by station and unit type.
o Assessment of service gaps or station placement considerations needed to
improve reliability and reduce unit overextension.
• Additional Analyses
o Any other operational performance analyses necessary for successful completion
of the CRA-SOC, including coverage modeling to evaluate potential future station
locations or deployment adjustments.
Example of a Queuing Analysis
Fire Station No. Day
Units
No. Nights
Units
Calls/Hours
(0800-1959)
Calls/Hours
(2000-0759)
Wait Probability
Day Night
Station 51 4 3 0.68 0.27 0% 0%
Station 52 2 2 0.84 0.33 16% 3%
Station 53 1 1 0.28 0.10 22% 8%
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Task 4-B: Population Growth & Service Demand Projections
To the extent data is available, AP Triton will review and develop growth and service demand
projections using a combination of census data, local planning documents, and historical
emergency service data. This analysis will include:
Population Analysis
• Historical population trends for the City of Arcadia.
• Census-based and locally adopted planning projections, including General Plan and
specific plan documents.
• Consideration of daytime population fluctuations associated with employment centers,
commercial activity, special events, and visitor destinations.
Service Demand Projections
• Projection of incident rates based on historical service demand trends.
• Forecasting of emergency medical services demand influenced by population aging,
demographic shifts, and healthcare utilization patterns.
These projections will establish a forward-looking foundation for Arcadia Fire Department
deployment planning, resource allocation, and long-term service delivery strategies.
Task 4-C: Examine the Effectiveness of Inter-Jurisdictional Response
The geographic area served by AFD shares boundaries and mutual or automatic aid
relationship with multiple neighboring fire agencies and emergency service providers within the
San Gabriel Valley and Los Angeles County. This task will involve an assessment of the
effectiveness and value of emergency services provided by both AFD and its partner agencies.
The evaluation will consider:
• Inter-jurisdictional coordination and collaboration.
• Response performance within existing mutual and automatic aid agreements.
• The contribution of partner agencies to service reliability, coverage, and effective
response force assembly.
• Opportunities to improve efficiency, reduce redundance, and strengthen regional
partnerships in support of community risk reduction and emergency response outcomes.
Section Five – Conclusions & Recommendations
This section develops the conclusions of the CRA-SOC, including strategies intended to place
the Arcadia Fire Department (AFD) in a position to successfully meet current and future demand
and community risk. AP Triton will develop and analyze various operational models for providing
emergency services with the specific intent of identifying those options that can deliver the
desired levels of service identified in the preceding tasks at the most efficient and sustainable
cost.
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Recommendations will identify the most appropriate long-range strategies for service delivery
and clearly describe the organizational, financial, and operational implications associated with
pursuing those strategies.
Task 5-A: Performance Objectives & Measures
AP Triton will assess AFD’s performance goals, objectives, and measures in relation to NFPA
1710, CPSE/CDAI accreditation benchmarks, Insurance Services Office (ISO) considerations,
and other nationally recognized standards of practice. This task will include a review and
evaluation of any existing department performance goals and objectives.
AP Triton will assist AFD in developing agency-specific, risk-based performance standards that
directly address the City of Arcadia’s community risks and service expectations. These
performance objectives will address:
• Distribution: Initial attack (First-due) resources deployed to provide risk-appropriate
interventions based on incident type and community hazard classification.
• Concentration: Effective response force (ERF) assembly, defined as the timely
deployment of sufficient personnel and resources necessary to stop escalation of
emergencies across fire suppression, emergency medical services, hazardous materials
incidents, and technical rescue events.
Task 5-B: Management & Compliance Methodology
AP Triton will assist AFD in developing a long-term methodology for maintaining and improving
service delivery that emphasizes regulatory compliance, data integrity, and continuous
performance measurement. This CRA-SOC framework will establish a structured approach for
evaluating and enhancing operational capabilities over time, ensuring the department remains
aligned with community needs, fiscal realities, and evolving industry standards.
This methodology will include:
• Identification of data integrity issues that may impact accuracy of service delivery
evaluation.
• Recommendations for technology and process improvements (including GIS, RMS,
CAD, and performance dashboards).
• Development of a Continuous Performance Measurement Methodology that includes:
o RMS usage and reporting policies.
o Assignment of oversight and accountability responsibilities.
o Regular assessment schedules.
o Periodic review requirements and thresholds for updating performance
benchmarks.
o Department-adopted performance metrics consistent with NFPA standards,
CPSE/CFAI guidance, ISO considerations, and community risk characteristics.
Task 5-C: Evaluation, Conclusions, & Recommendations to Policymakers
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AP Triton will develop and analyze a range of operational models for fire and emergency
medical service delivery with the specific intent of identifying those options that can deliver the
optimum level of service established through the preceding performance objectives and
measures at the most efficient and sustainable cost.
This evaluation will consider both current and future service delivery needs and will result in one
or more long-range resource development and deployment options designed to improve the
Arcadia Fire Department’s ability to meet adopted performance objectives and response targets.
Each option will be evaluated for operational effectiveness, fiscal implications, and
implementation feasibility.
Based on this analysis, AP Triton will provide clear, defensible recommendations to AFD
leadership and City of Arcadia policymakers identifying the most appropriate long-range strategy
or strategies for service delivery, along with the anticipated impacts of initiating those strategies.
Long-range recommendations will include, but not limited to, the following elements:
• Facilities and Station Planning
o Evaluation of any relocation, expansion, or functional modification of exiting fire
stations.
o Identification of the general location and service area rationale for any future fire
stations necessary to support adopted performance objectives and community
growth.
• Apparatus and Equipment Strategies
o Selection, deployment, and replacement strategies for apparatus and specialty
vehicles aligned with community risk, fire flow requirements, and service
demand.
o Evaluation of apparatus types and configurations needed to support effective
response force assembly and operational efficiency.
• Service Delivery and Staffing Models
o Recommendations regarding deployment of operational staffing, including
engine, truck, rescue, and EMS resources.
o Evaluation of administrative, command, and support staffing necessary to sustain
effective operations, performance monitoring, and regulatory compliance.
• Resource Development Options
o One or more long-range options for phased resource development that improved
AFD’s level of service relative to established performance objectives and targets.
o Consideration of implementation sequencing and scalability to align with fiscal
capacity and policy direction.
For each deployment or service delivery option evaluated, AP Triton will present findings in both
graphical and descriptive formats, including GIS-based mapping, charts, and narrative
explanation, addressing:
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Standards of Cover/Community Risk Assessment
• The degree of benefit expected to be achieved through implementation, including
improvements to response time performance, coverage, reliability, and effective
response force capability.
• The extent to which each option achieves established performance objectives and
targets identified in the SOC.
• Potential negative consequences or tradeoffs, including operational impacts, fiscal
considerations, staffing implications, and implementation risks, along with recommended
mitigation strategies where appropriate.
This task will provide City leadership with a clear, transparent basis for policy decision-making
by linking community risk, performance expectations, and resource investment to measurable
service delivery outcomes.
Section Six – Project Conclusion
Task 6-A: Development & Review of the Draft Report
AP Triton will develop and produce electronic versions of the draft Standards of Cover and
Community Risk Assessment report for technical review by representatives of the AFD, as
appropriate. This review process is a critical step to ensure accuracy, clarity, and alignment with
project objectives, stakeholder expectations, and the requirements of the RFP. The draft report
will include:
• Clearly designated findings and recommendations aligned with Arcadia’s identified
community risks, performance objectives, and deployment needs.
• Detailed narrative analysis of each report element, presented in structured sections with
sufficient explanatory support to ensure understanding by both technical and non-
technical audiences, including policymakers.
• Charts, graphs, GIS-nased maps and analyses, tables, and diagrams, as appropriate, to
clearly illustrate methodology, findings, and conclusions.
Adequate opportunities for review, comment, and discussion of the draft report will be provided
proper to finalization to ensure the deliverable accurately reflects the City’s objectives and the
department’s operational context.
Task 6-B: Publication of the Final Report
Following final technical review by AFD, AP Triton will provide an electronic version (PDF
format) of the final report. Two professionally printed versions will also be provided.
Task 6-C: Presentation of the Final Report
AP Triton will conduct a formal virtual presentation of the final report to representatives of the
Arcadia Fire Department and the City of Arcadia. The presentation will include:
• A summary of the study, methods of analysis, primary findings, and recommendations.
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• An audio-visual presentation with an opportunity for questions and discussion.
• A review and explanation of charts, graphs, diagrams, and GIS-based maps, where
appropriate.
All presentation materials, files, graphics, and written content developed for the presentation will
be provided to the City of Arcadia at the conclusion of the presentation(s). In the event an in-
person presentation is requested, pricing will be provided.
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EXHIBIT B
Schedule of Charges/Payments
AP Triton, LLC presents the following formal cost proposal for the project outlined in the Scope
of Work. The fee is inclusive of expenses:
Project Section Fees & Expenses
Section 1: Project Initiation & Information Acquisition (including onsite visit) $27,170
Section 2: Evaluation of Current Conditions $14,080
Section 3: Community Risk Assessment $7,360
Section 4: Standards of Cover $8,900
Section 5: Conclusions & Recommendations $2,640
Section 6: Project Conclusion $13,050
Proposed Project Fee (no Task 1-D, will not exceed): $73,200
Optional Task 1-D: Community Survey $3,225
Proposed Project Fee (with Task 1-D, will not exceed): $76,425
Project Team Rates & Hours Assigned
Team Role Hours Rate
Project Manager 52 $200
Senior Associate/Subject Matter Expert 258 $160
Project Support Associate 100 $150
Payment Schedule & Invoicing
• Initial Payment: A deposit of 10% of the total project cost is due upon the signing of the
contract, to initiate work.
• Progress Payments: Monthly invoicing will be processed as work progresses,
continuing until 95% of the project has been completed.
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• Final Payment: The remaining 5% of the project cost is due upon successful completion
and acceptance of the project.
Data Engineering Costs
• Included Services: Data engineering for up to three specific data sets (i.e., CAD,
NFIRS, ePCR) is included in our all-inclusive pricing. This encompasses gathering and
assisting the agency with straightforward data pull requests.
• Additional Incident Data: Any extra incident data needed (i.e., previous RMS or CAD
database records) will incur a charge of $2,000 per database.
• Substantial Assistance: Should AP Triton consultants provide substantial assistance or
direct data pulls from the client’s records, this service will be billed at $2,000 per
database.
Additional Horus and Expenses
• Project Manager Rate: Extra hours for the Project Manager will be billed at $200 per
hour.
• Consultants’ Rate: Additional hours for consultants will be billed at $160 per hour.
• Travel Expenses: Any extra travel expenses will be billed separately, in addition to the
hourly rate.
• Legal Expenses: Legal expenses, if required and with client approval, will be billed at
the respective rate.
Cost Quotation Information
• The bid quotation is valid for 180 days. Project bid expires on: August 16, 2026.
• AP Triton Federal Employer Identification Number: 47-2170685.
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Standards of Cover/Community Risk Assessment
EXIHIBIT C
Project Timeline/Schedule
Based on the extensive experience in conducting a wide array of analyses across public safety
disciplines, including but not limited to the fire service, emergency medical services, and law
enforcement, AP Triton proposes an estimated timeline of 5 – 6 months for the successful
completion of the project. It is important to emphasize that the proposed timeline will commence
only upon the receipt of all the necessary information and data required to conduct a thorough
and accurate evaluation of the project scope. AP Triton has allocated two weeks for the client’s
technical review of the draft deliverables. Note that any additional time needed for reviews or
modifications will result in an extended project timeline.
While the 5 – 6 month window is the standard estimated timeframe, the AP Triton team remains
committed to completing the project as efficiently as possible without compromising the quality
of work.
The success of this project is contingent upon a collaborative relationship between AP Triton
and the City of Arcadia Fire Department. We value open communication and will provide regular
updates on the project’s progress, as well as any adjustments that may be needed to the initial
timeline.
AP Triton’s priority is to provide the Arcadia Fire Department with a comprehensive and
insightful evaluation, complete with actionable and sustainable recommendations.
Estimated Time to Complete the Project: 5 – 6 months
Project Timeline & Key Milestones
The Gantt chart below outlines the estimated timeline for completing the key phases of the
project, subject to adjustments based on final scope refinement and data availability. The
proposed timelines are based on the assumption that usable supporting data, as
requested at project kickoff, is provided within 30 days. Client-initiated scheduling delays or
errors in the provided data may extend the timeline.
The chart identifies key project milestones, including data collection, stakeholder engagement,
onsite visits, progress meetings, and the development and review of the draft and final reports.
These milestones serve as critical checkpoints to ensure alignment with project goals and
provide opportunities for collaboration and feedback.
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