Clay_County_2026_Athletic_Association_Application.pdf

App-001-2026

CLAY COUNTY 2026 ATHLETIC ASSOCIATION APPLICATION

Clay County

Parks and Recreation

RELEASE DATE: April 16, 2026

APPLICATION DEADLINE: May 4, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/claycounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Clay County undefined

Clay County 2026 Athletic Association Application

I. Introduction II. Application

III. Evaluation Criteria

Attachments:

A - EXAMPLE Lease Agreement - Athletic Associations undefined #App-001-2026 Title: Clay County 2026 Athletic Association Application

1. Introduction

Clay County 2026 Athletic Association Application

The Clay County Department of Parks and Recreation believes that participation in youth and adult recreational sports programs, instructional programs, competitive leagues, and tournaments contributes significantly to the overall happiness, wellness, and quality of life for residents of Clay County. To support this mission, the Recreation Division strives to provide, within available resources, high-quality sports programs, facilities, and services that are accessible, inclusive, and responsive to community needs.

Clay County encourages qualified athletic associations to submit proposals to partner with the

County in delivering recreational and competitive sports programming. Selected organizations will be expected to collaborate with the County to ensure proper use of facilities, adherence to

County policies and standards, and delivery of programs that serve the Community.

Below are the properties available for lease:

• Omega Community Park: 4317 Co Rd 218, Middleburg, FL 32068

• Little Rain Lake Park: 6725 Little Rain Blvd., Keystone Heights, FL 32656

• Twin Lakes Park: 6065 Twin Lakes Road, Keystone Heights, FL 32656

• Paul C. Armstrong Park: 2445 CR 220, Middleburg, FL 32068

• Neptune Park: 2070 Thunderbolt Road, Fleming Island, FL 32003

• Carl Pugh Community Park: 317 S West St, Green Cove Springs, FL 32043

• Oakleaf Community Park: 3979 Plantation Oaks Blvd., Orange Park, FL 32065

Required Documents

Proposers must submit the following documents as part of their application package:

• A current list of Board Members, Directors, and Officers

• Articles of Incorporation

• Current Bylaws

• Documentation of the frequency of Board Meetings

• Certificate of Insurance meeting County requirements

• Consumer’s Certificate of Exemption (Form DR-14)

• Most recent IRS Form 990

• Evidence of membership in a nationally recognized governing body or organization (e.g., Pop Warner, Babe Ruth League, etc.)

• A current list of all coaches, assistant coaches, and referees/officials, including contact information

• A notarized affidavit (using the form provided by the County) confirming compliance with required background screening procedures

• Proof of coaching certifications and training

• A current equipment inventory

Proposers must also provide copies of the following:

• Sportsmanship Code of Conduct

• Concussion Education, Policies, and Practices

• Accountability and Disciplinary Procedures

• Coaching Recruitment and Selection Policy

QUESTIONS:

If you have any questions regarding the application process, please use the Question & Answer tab located above.

2. Application

2.1. Supplier Information

2.1.1. SunBiz Verification*

Please enter your EIN number

*Response required

2.1.2. EFT Authorization Form

Please download the below documents, complete, and upload.

• EFT_FORM_(4).pdf

2.1.3. W-9*

Please download the below documents, complete, and upload.

• W-9_(2024)_(3).pdf

*Response required

2.2. Application

2.2.1. Acknowledgement *

I acknowledge that all the information requested is required to complete my application. If any of the requested information is not provided, my application may be deemed non-responsive.

☐ Please confirm

*Response required

2.2.2. Organization Legal Name *

Please enter your organization’s legal name, along with any applicable “doing business as” (DBA) name.

*Response required

2.2.3. Remittance Address *

Please provide your Organization's remittance address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

*Response required https://government-project.s3.us-west-2.amazonaws.com/114790/8f4fd5b9-0823-4a21-b46d-ca6022cb3f0f_EFT_FORM_%284%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HX6RL2CJ%2F20260416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260416T200315Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID0r%2FmWhpBZWEdceeGfBw9lx3Hd7RmweIkh5Xt%2BvlRaqAiANGzFQYMVbT0RSYQRtgj8A7vSf5OgOhx0WMAqz3FjcgCqVBQjE%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMRfs%2FKsYNt1kxzKQQKukE4kG4d7EdsWxfV3HlfUEdDEL%2B3OAEsHxPavP%2F0FqTubvrtHyO53E79sa74UXT0mocev6ZK8gYEC7RiVO3oW8l%2BCRzPendr9vaNYC9pvdcCUZLyir4SSOd5roYtgRCuvT5u3w9coIwrK1AYgHm2UHzsNihmVfBWhK%2B7c4oLq7B2UDANu53t1ugJkaI6uyiD07XlYP74XOLxfobY58Vpo0g8v7oXMfTfSPDhW5%2FPQKvOr7RcN1YXCXTA6MOLybH2CXE1ZFhRvUkPuRd8N%2FqZLodc7yJiHhB8GkTfaveb7Lf2d5El42phWEX%2BpM5DB6%2BgtR0AnbBymWO1LKnXmJOe5J%2Fo8kujv1BuBnOY1sy8FVlAERGR4neeRcc8R8ALhXGOFTgXAx3I%2Fggumnu7xYgUbz7JmZ7b2rjniw%2FaZEA4zbBvZp%2B0kbchalpk3w7t7soMd6y6nNTH52do9gqp5jy1dg3FqfwHcro7zAFHX44qQ7CQLzDtJ0MRcqGCHk3KStB8w%2B%2FwMV%2BRDmZVwtLj0LDOXZuUBj1AF5TqABuHlZkUSirPt8Pr4tOrZJ7lQfgzjv%2FIJbxNtRRj%2BJJiZiaw9gRBT1eTphK3JnnVcayrUM2it42EPxBGgs%2FDTEwcCpa3z99Db81WSfIjOqQKNsiljjcFIhE%2FX3pvL4Dqywm4EcgUhsdlV2nRXk51h8EPMGyDVjCwBJSWeyc6NR7RYee9IbKagkRkEesVGxao9AaUb256l77xSJHbu9M%2FFeIn2exeKSsg6wbJGZnYrlI4okVEsg4JEtQ55j%2B5LvYf9uFubAnE1h4zza2THAsemKeuuUw0uqEzwY6mgG38%2FsTUXE6%2FULcxcPq%2Bq3qHwyjsiX0yRz7xTibox3vHRKuVOFrv3D%2FHFW3Z3YW5iH3aDsl7ySUHBHR0oEyf%2BBkjLDZlmnj95iMZPyhPomfS6DK6K7%2Buh8PT0UTxOfYdqh8mgx0DaLmyCe0eIaQQ%2FquP6nhR4HwEB5e44WPRBxIbtvAJX1eq1VexmZ0tug2OGsYFoGK1x01Yn7X&X-Amz-Signature=e650c2c2c8fb21e92d42c0e7bfc0231b2b6b4a4b00f71e515b8f8f3d8c8c8ee0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22EFT_FORM_%284%29.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/114790/b1e85bd7-a736-41f8-9bef-1ca747f613ce_W-9_%282024%29_%283%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HX6RL2CJ%2F20260416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260416T200315Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID0r%2FmWhpBZWEdceeGfBw9lx3Hd7RmweIkh5Xt%2BvlRaqAiANGzFQYMVbT0RSYQRtgj8A7vSf5OgOhx0WMAqz3FjcgCqVBQjE%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMRfs%2FKsYNt1kxzKQQKukE4kG4d7EdsWxfV3HlfUEdDEL%2B3OAEsHxPavP%2F0FqTubvrtHyO53E79sa74UXT0mocev6ZK8gYEC7RiVO3oW8l%2BCRzPendr9vaNYC9pvdcCUZLyir4SSOd5roYtgRCuvT5u3w9coIwrK1AYgHm2UHzsNihmVfBWhK%2B7c4oLq7B2UDANu53t1ugJkaI6uyiD07XlYP74XOLxfobY58Vpo0g8v7oXMfTfSPDhW5%2FPQKvOr7RcN1YXCXTA6MOLybH2CXE1ZFhRvUkPuRd8N%2FqZLodc7yJiHhB8GkTfaveb7Lf2d5El42phWEX%2BpM5DB6%2BgtR0AnbBymWO1LKnXmJOe5J%2Fo8kujv1BuBnOY1sy8FVlAERGR4neeRcc8R8ALhXGOFTgXAx3I%2Fggumnu7xYgUbz7JmZ7b2rjniw%2FaZEA4zbBvZp%2B0kbchalpk3w7t7soMd6y6nNTH52do9gqp5jy1dg3FqfwHcro7zAFHX44qQ7CQLzDtJ0MRcqGCHk3KStB8w%2B%2FwMV%2BRDmZVwtLj0LDOXZuUBj1AF5TqABuHlZkUSirPt8Pr4tOrZJ7lQfgzjv%2FIJbxNtRRj%2BJJiZiaw9gRBT1eTphK3JnnVcayrUM2it42EPxBGgs%2FDTEwcCpa3z99Db81WSfIjOqQKNsiljjcFIhE%2FX3pvL4Dqywm4EcgUhsdlV2nRXk51h8EPMGyDVjCwBJSWeyc6NR7RYee9IbKagkRkEesVGxao9AaUb256l77xSJHbu9M%2FFeIn2exeKSsg6wbJGZnYrlI4okVEsg4JEtQ55j%2B5LvYf9uFubAnE1h4zza2THAsemKeuuUw0uqEzwY6mgG38%2FsTUXE6%2FULcxcPq%2Bq3qHwyjsiX0yRz7xTibox3vHRKuVOFrv3D%2FHFW3Z3YW5iH3aDsl7ySUHBHR0oEyf%2BBkjLDZlmnj95iMZPyhPomfS6DK6K7%2Buh8PT0UTxOfYdqh8mgx0DaLmyCe0eIaQQ%2FquP6nhR4HwEB5e44WPRBxIbtvAJX1eq1VexmZ0tug2OGsYFoGK1x01Yn7X&X-Amz-Signature=1ccce4e10137b41c40f692565bf098f1f2c9d0005f097e16bbea6becae09685c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22W-9_%282024%29_%283%29.pdf%22&x-id=GetObject

2.2.4. Mailing Address

Please provide your Organization's mailing address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

2.2.5. Primary Contact*

Please provide the following details for your Organization’s primary contact person:

A. Organization Primary Contact Name:

(First and Last Name)

B. Organization Primary Contact Role:

(Position or Title within the Organization)

C. Organization Primary Contact Phone Number:

(Include Area Code)

D. Organization Primary Contact Email Address:

(Please provide a valid and frequently monitored email address)

*Response required

2.2.6. Website *

Please provide your Organization's website link.

*Response required

2.2.7. Social Media *

Please provide all Social Media handles related to your Organization.

*Response required

2.2.8. Board Members, Directors, and Officers*

Please provide a current list of all Board Members, Directors, and Officers.

The list must include each individual’s name, title, email address, and phone number.

Submissions should be formatted in a clear and organized manner. An example format is provided below:

Name Title Email Address Phone Number

Jane Doe President jane.doe@email.com (555) 123-4567

*Response required

2.2.9. Articles of Incorporation*

Provide a copy of the Organization’s Articles of Incorporation demonstrating legal establishment and authorization to operate in the State of Florida

*Response required

2.2.10. Bylaws*

Provide a current copy of the organization’s Bylaws outlining governance structure, including roles and responsibilities of leadership, election or appointment processes, and operational procedures.

*Response required

2.2.11. Board Meeting Frequency*

Describe the frequency of Board of Directors meetings, including the typical meeting schedule (e.g., monthly, quarterly) and any standing or special meetings held throughout the year.

*Response required

2.2.12. Certificate of Insurance*

Provide a current Certificate of Insurance (COI), or a letter from a licensed insurance carrier or agent, demonstrating the organization’s ability to obtain and maintain the following insurance coverage:

Commercial General Liability Insurance (including premises operations and contractual liability) with limits not less than:

• $1,000,000 per occurrence and $2,000,000 aggregate for Bodily Injury, Property Damage, and

Personal and Advertising Injury

• $1,000,000 per occurrence and $2,000,000 aggregate for Products and Completed Operations

• $50,000 per occurrence for Damage to Rented Premises

• $5,000 Medical Expense (any one person)

Coverage must include athletic or sports participation and apply to all activities, events, and operations conducted by the organization, including those performed by its officers, employees, agents, contractors, and volunteers.

2.2.13. Consumer’s Certificate of Exemption (Form DR-14)*

Provide a copy of the organization’s Florida Consumer’s Certificate of Exemption (Form DR-14), as issued by the Florida Department of Revenue.

If the organization does not hold this certificate, the proposer must provide a written explanation.

*Response required

2.2.14. IRS Form 990*

Proposers shall submit a copy of the most recent IRS Form 990 filed with the Internal Revenue Service. If the organization is not required to file Form 990, the proposer must submit a written explanation and any applicable IRS documentation verifying filing exemption or alternative filing status.

*Response required

2.2.15. Membership in Governing Organization*

Provide evidence of current membership or affiliation with a nationally recognized governing body or sports organization relevant to the proposed sport(s) (e.g., Pop Warner, Babe Ruth League, etc.).

Acceptable documentation may include a current membership certificate, affiliation letter, league charter, or other official verification from the governing organization.

*Response required

2.2.16. Coaches, Assistant Coaches, and Officials Information* Provide a current list of all coaches, assistant coaches, and referees/officials associated with the organization. The list must include each individual’s name, title/role, email address, and phone number.

Submissions should be formatted in a clear and organized manner. An example format is provided below:

Name Role/Title Email Address Phone Number

Jane Doe Head Coach jane.doe@email.com (555) 123-4567

John Smith Assistant Coach john.smith@email.com (555) 987-6543

2.2.17. Notarized Affidavit – Background Screening Compliance* Proposers must download and complete the County-provided affidavit confirming compliance with background screening and disqualification requirements under Section 943.0438, Florida Statutes.

The affidavit must be:

• Fully completed

• Signed by an authorized representative of the organization

• Notarized (physical or electronic notarization in accordance with Florida law)

• Submitted as part of the Proposal package

The affidavit certifies, among other requirements, that all coaches, assistant coaches, managers, and referees associated with the organization have successfully completed the required Level 2 background screening pursuant to Section 435.04, Florida Statutes, and are not otherwise disqualified from participation.

• Background_Screening_Affida...

*Response required

2.2.18. Proof of Coaching Certification*

Provide documentation demonstrating that all coaches currently associated with the organization hold valid and current coaching certifications appropriate to their sport(s). Acceptable documentation may include certification cards, completion certificates, or verification from a recognized governing body.

*Response required

2.2.19. Current Equipment Inventory*

Provide a current inventory of all athletic equipment owned and/or maintained by the organization for use in its programs. The inventory should include item descriptions, quantities, and general condition

(e.g., good, fair, needs replacement).

*Response required

2.2.20. Sportsmanship Code of Conduct*

Provide a copy of the organization’s Sportsmanship Code of Conduct applicable to players, coaches, parents, officials, and participants. The document should outline expected behavior standards and any procedures for addressing violations.

*Response required

2.2.21. Concussion Education, Policies, and Practices*

Provide documentation of the organization’s concussion education requirements, policies, and procedures. This should include how coaches, staff, athletes, and parents are educated on concussion awareness, recognition, and return-to-play protocols.

*Response required

2.2.22. Accountability and Disciplinary Procedures*

Provide a written description of the organization’s accountability and disciplinary procedures. This should include how rules violations, behavioral issues, or misconduct are addressed for players, coaches, parents, and volunteers.

*Response required

2.2.23. Coaching Recruitment Policy*

Provide the organization’s policy for recruiting, selecting, and approving coaches and assistant coaches.

The policy should outline qualification standards, screening procedures, and approval processes.

https://government-project.s3.us-west-2.amazonaws.com/255161/9677453d-44b7-4cba-9f55-029e3fd22ccb_Background_Screening_Affidavit.pdf

2.3. Organizational Background

2.3.1. Provide a brief overview of your organization, including its mission, vision, and core values.* *Response required

2.3.2. State the year your organization was established and the total number of consecutive years it has been operating.*

*Response required

2.3.3. How many consecutive years has your organization provided youth sports or youth development services in Clay County?*

*Response required

2.4. Community Reach & Service Area

2.4.1. What geographic areas and populations does your organization primarily serve?* *Response required

2.4.2. What age groups does your organization primarily serve?* *Response required

2.4.3. How many total participants does your organization serve annually, by sport?*

*Response required

2.4.4. Provide a breakdown of participants who are Clay County residents versus non-residents.*

*Response required

2.5. Program Offerings & Structure

2.5.1. What types of youth programs, leagues, or athletic activities does your organization provide?* *Response required

2.5.2. How frequently are programs offered (e.g., seasonal, year-round, clinics, tournaments)?*

*Response required

2.5.3. Do you provide opportunities for beginner, intermediate, and advanced athletes? If yes, please describe how participants are placed or progressed.*

*Response required

2.6. Access & Affordability

2.6.1. Does your organization offer scholarships, fee waivers, or financial assistance?

If yes, describe the eligibility process and number of participants who received assistance in the past year.*

2.7. Youth Development & Outcomes

2.7.1. How do your programs promote physical health, mental well-being, and social development?* *Response required

2.7.2. Does your organization measure participant outcomes (e.g., fitness improvement, teamwork, academic performance, retention)? If so, describe your methods and any reported results*

*Response required

2.8. Staffing, Volunteers & Leadership Development

2.8.1. How many volunteers, coaches, and/or mentors are involved in your organization annually?* *Response required

2.8.2. Do you provide leadership or mentorship opportunities for youth participants?

If yes, please describe these opportunities.*

*Response required

2.9. Strategic Growth & Community Impact

2.9.1. What are your organization’s goals for growth and increased community impact over the next 3–5 years?

3. Evaluation Criteria

Proposals will be evaluated by a designated committee using the criteria below. Each proposal will be scored independently based on the information provided in the submission package. The County reserves the right to request clarification or additional documentation during the evaluation process.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Capacity & Experience (20 points)

Evaluates the organization’s stability, history, and experience delivering youth sports programs.

Scoring considers:

• Years of continuous operation

• Years providing youth sports services in Clay County

• Organizational structure and governance

• Demonstrated ability to manage programs of similar size and scope

Points Based 20 (20% of Total)

2. Program Offerings & Quality (20 points)

Evaluates the breadth, structure, and quality of programs offered.

Scoring considers:

• Types of sports/programs offered

• Opportunities for beginner, intermediate, and advanced participants

• Seasonal or year-round programming structure

• Overall program design and accessibility

Points Based 20 (20% of Total)

3. Community Reach & Participation (15 points)

Evaluates service to Clay County residents and overall community impact.

Scoring considers:

• Total annual participation numbers

• Percentage of Clay County residents served

• Geographic reach and inclusiveness of programs

• Age groups served

Points Based 15 (15% of Total)

4. Youth Development & Outcomes (10 points)

Evaluates how programs support youth development beyond athletics.

Scoring considers:

• Promotion of physical health, mental well-being, and social development

• Measurement of outcomes (if applicable)

• Evidence of positive youth development impact

• Retention and progression of participants

Points Based 15 (15% of Total)

5. Access, Equity & Affordability (15 points)

Evaluates efforts to ensure programs are accessible to all participants.

Scoring considers:

• Availability of scholarships, fee waivers, or financial assistance

• Participation of underserved populations

• Policies supporting inclusion and equal access

Points Based 10 (10% of Total)

6. Staffing, Volunteers & Leadership

Development (5 points)

Evaluates organizational staffing capacity and volunteer management.

Scoring considers:

• Number of coaches, volunteers, and mentors

• Recruitment and training practices

• Leadership development opportunities for youth participants

• Organizational capacity to safely manage staffing levels

Points Based 10 (10% of Total)

7. Governance, Compliance & Policies (10 points)

Evaluates organizational structure and required policy documentation.

Scoring considers:

• Strength of governance structure

• Compliance with required policies

(background screening, safety, etc.)

• Presence of written policies

(conduct, discipline, concussion, recruitment)

Points Based 5 (5% of Total)

8. Strategic Vision & Growth (5 points)

Evaluates long-term planning and community impact goals.

Scoring considers:

• 3–5 year growth plan

• Alignment with County recreation goals

• Innovation and sustainability of programming

Points Based 5 (5% of Total)

3. Evaluation Criteria