Mutual Aid Requirements for City/Agency Events

The following procedure for Mutual Aid is designed to ensure compliance with DSW requirements and to maintain sufficient documentation to answer any DSW-related questions after the event has completed.

1. Activation request must be properly initiated and documented

   • City requests and obtains a city-level RACES activation
   • City Emergency Coordinator (or designated AEC) submits request for RACES Mutual Aid to County ARES/RACES
     • This alerts County ARES/RACES so preparations can begin as soon as possible
   • • Request can be made by telephone or radio to the County Chief Radio Officer or a Deputy Chief Radio Officer
     • Request must also be documented by submitting a Mutual Aid Request Form by e-mail, fax or packet. If the County EOC is activated, Packet is the preferred method to submit the Mutual Aid Request form.
   • City Emergency Manager or designee contacts county OEM to request RACES/ACS mutual aid.
     • This provides the formal request required by the County.
     • This can be handled via a phone call or radio to County OEM.
   • Events must meet the requirements as outlined in the State DSW Program Guidance. In general, Public Service Events (parades, festivals, bike or foot races, etc.) do not meet the requirement. There are limited exceptions.
   • Upon approval by County OEM, the County Chief Radio Officer will issue an activation number.
   • IMPORTANT NOTE: The above procedure takes time to complete — both at the city level and at the county level — so please plan accordingly. County ARES/RACES requests that all paperwork be completed NO LESS THAN 40 DAYS IN ADVANCE of any scheduled event. This means the requesting city should start the paperwork six to eight weeks in advance of the event. Emergency events are the exception.

2. Operations must be conducted according to “Santa Clara County Performance Standards and Best Practices,” including:

   • Travel to event tracked and managed.
   • Proper hand-offs between nets so individuals are always under supervision.
   • Proper health and welfare checks performed throughout the event.
   • All county “Performance Standards and Best Practices” adhered to by all positions.
   • Travel from event tracked and managed.
   • If participants are traveling to or from another jurisdiction/city a Resource/Travel Net must be utilized.

3. Documentation must be completed according to “Santa Clara County Performance Standards and Best Practices,” including:

   • Resource Net tracking via form, T-cards or similar method.
   • Individual assignments tracked via form, T-cards or similar method.
   • ICS 205 Communications Plan documenting frequencies and modes used.
   • ICS 211A Communications Sign-In used to sign in/out all participants.
   • ICS 214 Unit Activity Log completed by all participants.
   • ICS 309 Communications Log completed by net controls and other appropriate positions.
   • ICS 213 Message Form used for formal messages.
   • 2-part phone message pad used for informal messages.
   • Other forms and documentation as need for the event.
   • All participants turn in all logs and documentation to event IC at end of shift/event.
   • An After Action Report must be filed with the County Chief Radio Officer within 14 days of the a scheduled event and 21 days for an emergency activation.

4. The county is required to maintain records for a period of seven years.

   • City/Agency must scan all of the above documentation and either email or put on a CD and deliver to the county RACES Chief Radio Officer.
   • The City/Agency should also keep a copy of the records for a period as required by their jurisdiction.