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.

Don’t miss this opportunity to advance your mission and make a tangible difference in Clay County. Apply today and join us in building a stronger, more vibrant 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 

Project Details

• Reference ID: App-001-2026
• Department: Parks and Recreation
• Department Head: Justin Pierce (Parks and Recreation Director)

Addenda

• Official Notice #1: Application Update / Notice (released 2026-04-20T12:14:28.451Z) —

  All applicants may submit for multiple park properties and/or youth services; however, responses must clearly identify and distinguish the specific properties and services being referenced. Additionally, a question has been added to the Supplier Questionnaire (Question 2.3 Property Specification) requiring applicants to specify the property or properties for which they are applying.

Evaluation Criteria

• Organizational Capacity & Experience (20 points) (20 pts) —

  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
• Program Offerings & Quality (20 points) (20 pts) —

  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
• Community Reach & Participation (15 points) (15 pts) —

  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
• Youth Development & Outcomes (10 points) (15 pts) —

  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
• Access, Equity & Affordability (15 points) (10 pts) —

  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
• Staffing, Volunteers & Leadership Development (5 points) (10 pts) —

  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
• Governance, Compliance & Policies (10 points) (5 pts) —

  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)
• Strategic Vision & Growth (5 points) (5 pts) —

  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

Submission Requirements

• Supplier Information
• SunBiz Verification (required) —

  Please enter your EIN number 

• EFT Authorization Form —

  Please download the below documents, complete, and upload.

• W-9 (required) —

  Please download the below documents, complete, and upload.

• Application
• Acknowledgement (required) —

  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.

• Example Lease (required) —

  I acknowledge that I have reviewed the example lease provided in the Downloads tab.

• Property Specification (required) —

  Please specify the property or properties that you are applying for. 

• Organization Legal Name (required) —

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

• Remittance Address (required) —

  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

• 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

• Primary Contact (required) —

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

  1. Organization Primary Contact Name:
     (First and Last Name)
  2. Organization Primary Contact Role:
     (Position or Title within the Organization)
  3. Organization Primary Contact Phone Number:
     (Include Area Code)
  4. Organization Primary Contact Email Address:
     (Please provide a valid and frequently monitored email address)
• Website (required) —

  Please provide your Organization's website link.

• Social Media (required) —

  Please provide all Social Media handles related to your Organization. 

• Board Members, Directors, and Officers (required) —

  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

   

• Articles of Incorporation (required) —

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

• Bylaws (required) —

  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. 

• Board Meeting Frequency (required) —

  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. 

• Certificate of Insurance (required) —

  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.

   

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

  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. 

• IRS Form 990 (required) —

  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.

• Membership in Governing Organization (required) —

  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.

• Coaches, Assistant Coaches, and Officials Information (required) —

  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

• Notarized Affidavit – Background Screening Compliance (required) —

  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.

• Proof of Coaching Certification (required) —

  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.

• Current Equipment Inventory (required) —

  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).

• Sportsmanship Code of Conduct (required) —

  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.

• Concussion Education, Policies, and Practices (required) —

  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.

• Accountability and Disciplinary Procedures (required) —

  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.

• Coaching Recruitment Policy (required) —

  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.

• Organizational Background
• Provide a brief overview of your organization, including its mission, vision, and core values. (required)
• State the year your organization was established and the total number of consecutive years it has been operating. (required)
• How many consecutive years has your organization provided youth sports or youth development services in Clay County? (required)
• Community Reach & Service Area
• What geographic areas and populations does your organization primarily serve? (required)
• What age groups does your organization primarily serve? (required)
• How many total participants does your organization serve annually, by sport? (required)
• Provide a breakdown of participants who are Clay County residents versus non-residents. (required)
• Program Offerings & Structure
• What types of youth programs, leagues, or athletic activities does your organization provide? (required)
• How frequently are programs offered (e.g., seasonal, year-round, clinics, tournaments)? (required)
• Do you provide opportunities for beginner, intermediate, and advanced athletes? If yes, please describe how participants are placed or progressed. (required)
• Access & Affordability
• 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. (required)
• Youth Development & Outcomes
• How do your programs promote physical health, mental well-being, and social development? (required)
• Does your organization measure participant outcomes (e.g., fitness improvement, teamwork, academic performance, retention)? If so, describe your methods and any reported results (required)
• Staffing, Volunteers & Leadership Development
• How many volunteers, coaches, and/or mentors are involved in your organization annually? (required)
• Do you provide leadership or mentorship opportunities for youth participants? If yes, please describe these opportunities. (required)
• Strategic Growth & Community Impact
• What are your organization’s goals for growth and increased community impact over the next 3–5 years?