Sports Officiating and Referee Services

Location:	Florida
Posted:	Jul 5, 2026
Due:	Jul 29, 2026
Agency:	City of DeBary
Type of Government:	State & Local
Category:	G - Social Services Q - Medical Services
Solicitation No:	29-26
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL AND CONTRACTOR ACKNOWLEDGEMENT FORM

REQUEST FOR PROPOSAL AND CONTRACTOR

ACKNOWLEDGEMENT FORM

POSTING DATE: July 5, 2026

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

RFP NUMBER AND TITLE:

29-26 - Sports Officiating & Referee Services

RFP DUE DATE & TIME:

July 29, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE:

July 14, 2026 at 2:00 PM EST

The City will respond to written inquiries emailed to: sperry@debary.org

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE.

YOUR RESPONSE WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED

AGENT OF THE PROVIDER.

COMPANY NAME: __________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER:___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

___________________________________________

TITLE: _______________________________

TYPE OR PRINTED NAME:

__________________________________________

DATE: _____________________

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute

a waiver of proceedings under Chapter 120, Florida Statutes.

29-26 - Sports Officiating & Referee Services

OVERVIEW AND INTENT

1. Overview and Scope

This RFP intends to solicit sealed proposals from qualified Contractor(s) to provide Sports Officiating

& Referee Services.

The City of DeBary Parks and Recreation is accepting bids to provide officiating services for our

Youth and Adult Sports Programs. Referee Associations and Assignors may provide referee fees for

any of the sports program the City offers and does not have to have the ability to cover all sports

listed as the City is accustomed to working with multiple assignors to cover all the programs.

The City offers the following sports programs:

Youth Soccer League (Fall)

• Ages: 5-15

• 2026 Season Dates: October 2, 2026-November 21, 2026 (these dates will change yearly)

• Game Days: Friday Evenings and Saturdays

• Approximate Teams Per Season: 40

• Approximate Amount of Games per Season: 165

Youth Flag Football League (Spring)

• Ages: 5-15

• 2027 Season Dates: March 26, 2027-May 15, 2027 (these dates will change yearly)

• Game Days: Friday Evenings and Saturdays

• Approximate Teams Per Season: 45

• Approximate Amount of Games per Season: 200

Adult Kickball League (Fall and Winter)

• Age Divisions: 18 & Up and 30 & Up

• 2026 Fall Season Dates: September 11, 2026 – November 13, 2026 (these dates will change

yearly)

• 2027 Winter Season Dates: January 22, 2027 – April 2, 2027 (these dates will change yearly)

• Game Days: Friday Evenings

• Approximate Teams Per Season: 24

• Approximate Amount of Games per Season: 119

Youth Basketball 3 on 3 Tournaments and Developmental Program

• Ages: 8-15

• Dates: Vary

• Game Days: Saturdays

• Approximate Teams Per Season: 20

• Approximate Amount of Games per Season: 60

Adult Basketball 3 on 3 Tournaments

• Ages: 18 & Up and 30 & Up

• Dates: Vary (1-2 tournaments a year)

• Game Days: Saturdays

• Approximate Teams Per Tournament: 6-12

• Approximate Amount of Games per Tournament: Each team guaranteed 2 games

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29-26 - Sports Officiating & Referee Services

The City of DeBary Parks and Recreation Department will provide Site Supervisors and

Scorekeepers for all games to keep score and time. The City will maintain the facility to provide a safe

place to play, provide rules and schedules, provide all approved sports equipment for games, and set

up and break down the fields on game days.

Background Screening: It won’t facilitate through the City but referees will need a Level 2 screen

when they are officiating youth sports. Level 2 is required every 5 years. The Officials Association is

required to keep updated Level 2 background screens on each official. The City may verify prior to

each season or upon request.

Certification: The referees shall hold a certification in the field they are representing. The City may

verify prior to each season or upon request.

Referee Assignor’s will have the following Responsibilities:

A. Provide 1, 2, or 3-person referee crews based on sport for both regular season games, playoffs,

and other tournaments.

B. Schedule referees at least 2 weeks in advance of all game days.

C. All referees provided must be qualified by recent or current certification and must have previous

experience officiating recreation level or high school games.

D. Inspect fields prior to play to identify potentially hazardous conditions. Abide by all rules,

regulations and policies governing the use of the facilities.

E. Promptly contact all scheduled officials in the event of cancellation or schedule change after

speaking to the City of DeBary league contact.

F. Ensure referees arrive at the fields no later than 15 minutes prior to the first scheduled game to

be present for pre-game equipment check and rule update meetings.

G. Educate and train officials on City of DeBary Youth and Adult Sports rules, policies and

procedures. The City of DeBary reserves the right to turn away or not schedule any official that

arrives unprepared and cannot officiate to the required standard based on the leagues rules,

policies, and procedures.

H. Attend the pre-season Coaches and Rules Meeting along with all referees that are officiating

the upcoming season. At the meeting, the Assignor will present a rules clinic. If the Assignor

cannot attend the meeting, he shall agree to send another qualified agent in his absence. The

Assignor and all referees in attendance will be paid. Referees that attend the Coaches and

Rules meeting should get priority and first right of refusal when scheduling games.

I. Schedule repeat referees who have officiated our leagues when possible. Referees who have

successful experience in our program during the season should get priority when scheduling.

No new referees should be scheduled during the playoff tournaments.

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29-26 - Sports Officiating & Referee Services

2. RFP Schedule: The following is a tentative schedule for the RFP process and all dates are subject to

change.

Solicitation Posting

Request for Information Cut-off

Proposals Due

Proposal Evaluation

Presentations/Interview (if required)

City Council Approval Date

July 5, 2026

July 14, 2026

July 29, 2026

July 30, 2026

August 5, 2026

August 19, 2026

(The rest of this page is intentionally left blank)

Page 4 of 28

29-26 - Sports Officiating & Referee Services

GENERAL TERMS AND CONDITIONS

1. Definitions

The City of DeBary, Florida may be referred to as “The City of DeBary”, or “The City”, herein.

The term “Contractor” shall refer to the company, individual, or organization that responds to this

Request for Proposal (RFP) and/or is awarded.

2. Length of Contract and Renewals: This RFP intends to establish a contract for an initial period of

three (3) years from the date of the award by the City of DeBary with two (2) additional one-year

renewal options at the same prices, terms, conditions, and specifications upon mutual agreement by

the City of DeBary and the Contractor. Renewals must be in writing, with the signature of the

Contractor’s authorized representative and the City of DeBary.

3. Cancellation: The City of DeBary reserves the right to cancel this Invitation to RFP, in whole or in part,

when it is in the City of DeBary’s best interest. Notice of cancellation will be posted on the City's

webpage, VendorLink and DemandStar.

4. RFP Submission: RFP submittals are due at the date and time indicated on the Contractor

Acknowledgement Form or as amended in the form of an addendum issued by the Purchasing

Department.

The City will receive proposals at the following address:

Susan Perry, Purchasing Coordinator

City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

THE CITY MUST RECEIVE ALL PROPOSALS ON or BEFORE JULY 29, 2026 BY 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

To facilitate processing, please mark the outside of the envelope in the lower left hand corner as follows:

“29-26 - Sports Officiating & Referee Services” An address label has been provided.

The envelope shall also include the Respondent’s return address in the upper left hand corner.

Respondents shall submit FOUR (4) copies of the proposal in a sealed, opaque envelope or box.

The respondent may submit the proposals by mail, parcel delivery service, or in person.

Neither the City nor its representatives shall be liable for any expenses incurred in connection with the

preparation of a response to the RFP. Respondents should prepare their submittals simply and

economically, providing a straightforward and concise description of the respondent’s ability to meet

the requirements of the RFP.

Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the

issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature

of certain trade secrets. The RFP, qualifications or proposal submitted by your company may contain

areas, which are designated "confidential" or "exempt from disclosure." A generic notation that

information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification

including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you

believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in

accordance with Chapter 119 of the Florida Statutes. If the respondent believes their information to be

exempt from disclosure, the respondent must supply an additional “redacted” copy of the proposal

response their RFP submittal.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	29-26
Bid Title:	Sports Officiating and Referee Services
Category:	2026 Bid Postings
Status:	Open

Sports Officiating and Referee Services

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See also