HomeMy WebLinkAboutItem 12 - The Vineyards Campground and Cabins MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: MARCH 3, 2026
SUBJECT: CONSULTING SERVICES CONTRACT FOR MARKET ANALYSIS,
FEASIBIITY STUDY, AND FACILITY PLAN FOR THE VINEYARDS
CAMPGROUND AND CABINS
RECOMMENDATION: City Council to consider awarding a professional services contract to
perform a market analysis and a feasibility study to include a responsive
facility plan for The Vineyards Campground and Cabins with the
Campground Consulting Group.
FUNDING SOURCE: Funds are available in the Lake Parks Fund for an estimated amount of
$68,700.
BACKGROUND: The camping and outdoor hospitality industry experienced a significant
increase in demand and participation since 2020 and has continued
upward more than the past five years. To assure best practices and
continued success of the state and national award-winning Vineyards
Campground and Cabins, the City has engaged Campground Consulting
Group to conduct a market analysis and feasibility study to evaluate
current and potential operational opportunities to help ensure continued
success and to accommodate continuing demand. This analysis will look
at current and potential services, facilities, amenities and land usage to
maximize opportunities that best accommodate evolving clientele needs,
changing demographics, best practices and industry trends.
Bids were taken in accordance with Local Government Code Chapter 252,
Subchapter B, Section 252.021 (a) and Section 252.041 (a). The bid
advertisement was posted in the Fort Worth Star Telegram on October 24
and 31, 2025. RFQ 05-26 was issued through the City eBid system with
737 invitations sent out through the eBid procurement system. Thirty-six
vendors viewed and downloaded the RFQ, and 10 responses were
received. The bid was opened electronically and publicly on November 14,
2025, at 2 pm. Based on the evaluations by Purchasing and PARD staff,
Campground Consulting Group LLC. will provide the services to the City
based on the highest-ranking score as noted in the evaluation criteria in
accordance with the provisions of the current Texas Local Government
Code Title 8.
Staff recommends approval
Campground
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PROPOSED LETTER OF ENGAGEMENT
CONSULTING AND LAND PLANNING SERVICES
The City of Grapevine, 501 Shady Brook Drive, Grapevine, TX 76051"Client" wishes
to engage Campground Consulting Group LLC (CCG)' "Consultant" for RV park and
campground land planning services.
Consultants' Understanding of the Client's needs: Client has engaged CCG to
conduct a market analysis and feasibility study and to assist in the development of a
responsive facility plan for the enhancement and potential expansion of The Vineyard
Campground and Cabins, 1501 N. Dooley Street, Grapevine, TX. The land planning
services proposed herein are based upon a total master planned area of 88 acres. This
consists of approximately 40 acres upon which the development now resides plus
adjacent land totaling 48 acres; 13acres from the USACE, and a 35-acre parcel owned
by the City of Grapevine. This initial agreement relates to the existing facility and area
available for expansion.
Basic Services
Market and Competitive Analysis Fee: $23,800.00
Consultants will conduct a one-to-three-day site visit to meet with the client, tour
the site and conduct a preliminary assessment of the existing facilities and the
adjacent parcels being considered for expansion. Consultants will also assess
the local / regional / national demographics, population, tourism trends,
recreation, and competition. The study combines information gathered during the
site visit with extensive in-office research and lays the foundation for the full
feasibility study and financial modeling which follows. The report provides an
initial go or no-go decision with recommendations for the project's next steps.
Upon review of the findings and recommendations from the market and
competitive analysis, the Client may, at its discretion, decide not to advance to
the Feasibility Study, in which case the project shall be deemed terminated.
Feasibility Study, Fee: $15,000.00
The feasibility study itself is a complex report which incorporates and
expands upon the data developed in the market and competitive analysis.
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Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 Consultin Grou G
Page 2
This report includes the information and level of detail normally required by
financial institutions and investors or public sector authorities who may need
to approve expenditures for such a project. High level construction estimates
and detailed five-year pro forma operating projections are included. Operating
recommendations, including service standards and basic personnel
requirements, will be addressed as well as additional development
considerations such as zoning, permitting, and state and local regulations.
The Feasibility Study is performed in tandem with the Site Analysis,
Regulations Research, Conceptual Layout Diagrams of site facilities and
Field Consultation.
Study results will include a written executive summary and will be presented in a
draft written report and reviewed with Park Staff. Following this review a final
report incorporating Park Staff feedback will be completed and presented to the
Park Board as a slide presentation along with the refined conceptual diagram
layout. Based on the findings of the Feasibility Study and the Business Proforma,
the Client may determine to present the final slide presentation to City Council.
Note: this task includes one site visit and in-person meeting plus up to four virtual
meetings by the CCG team. Additional visits or meetings will be billed in
accordance with the hourly fee and additional services schedule.
Civil engineer USACE Liaison Fee: $10,000.00
CCG will engage a local civil engineer to coordinate with and serve as liaison to
the USACE as needed up to 34 hours. Additional hours if needed will be billed in
accordance with the hourly fee and additional services schedule.
Research, Bubble Diagram, and Site Analysis Fee: $10,400.00
Campground Consulting Group will conduct a site visit and field consultation as
part of a comprehensive site analysis to thoroughly understand the physical
attributes of the location. The property will be explored in depth, either on foot or
by vehicle, to ensure no detail goes unnoticed. A high-resolution drone will assist
in capturing extensive photographic records of the site's characteristics, which
will be invaluable for informed decision-making and design reference throughout
the project lifecycle. Key features to be examined include topography, vegetation,
soil types, water bodies, and surrounding land uses. This examination is aimed at
gaining an intimate knowledge of the site and pinpointing any noteworthy
conditions.
This phase also includes a detailed review of relevant zoning laws, ordinances or
bylaws, and other local or environmental regulations that could impact the
Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 Consultin Grou G
Page 3
project's progress. A composite base map integrating survey data, topographic
details, and aerial imagery will be produced to serve as a foundational reference.
A meticulous physical site analysis will be undertaken to outline the factors that
will influence the site's development and based on the results from the market
analysis and feasibility study up to three conceptual bubble diagrams will be
generated to depict an optimal configuration of the site's components. These
concepts will be reviewed by city staff and revised concepts will be presented to
USACE and stakeholders in two separate meetings. This preliminary spatial
organization will be subjected to a review, with one opportunity for refinement,
before proceeding to a subsequent phase of the project.
Reimbursable Expenses (travel) Not to exceed $9,500.00
Basic Services Total Fee: $68,700.00
Additional Services
Detailed Development Master Plan Fee: $47,400.00
Information from the tasks above will guide the preparation of a detailed layout
master plan. A preliminary master plan that illustrates the most effective layout of
RV camp sites and accompanying facilities will be created. This plan will detail
various camping options, including back-in, pull-in, and pull-through sites.
Unique accommodations such as glamping tents, tiny homes, and cabins or park
models will also be considered. The plan will pinpoint the preferred locations for
primary facilities such as central clubhouse, comfort stations, pools, playgrounds
and various recreational amenities.
This primary plan will be provided as a fully rendered, graphically rich document
showing a realistic and viable proposal for the ultimate development of the
project. One client presentation / revision is included prior to final submission,
and a CAD blackline drawing file will be provided upon request.
Following approval of the master plan, CCG will develop a phased
implementation plan outlining a sequenced approach to construction, funding,
and approvals, tailored to the City's priorities and timelines.
Final CAD for Engineering Package Fee: $20,330.00
Beyond the base CAD file, and to ensure smooth implementation and optimized
engineering and construction costs, an engineering ready CAD package
Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 Consultin Grou G
Page 4
(including technical specifications, layout details, site grading recommendations,
and infrastructure /utility placement) will be prepared based on the finalized
master plan above. This is the plan that will be utilized by client's engineers to
prepare construction drawings.
Conceptual 3D Rendering Package Fee: $14,900.00
Photorealistic 3D renderings based on the master plan and client-approved
inspiration images. The quote is based on two (2) aerial/elevated images, and ten
(10) eye-level images will be produced. Please note this is at the discretion of the
client for image quantities. One review is included at the following 2 stages: a)
confirmation of camera angle and accuracy of model, and b) post-production
draft before final rendering. Fees for the renderings will be $2450 per
aerial/elevated image and $1000 per eye-level image. The renderings will be
produced at 5,000 pixels @ 72 dpi in JPG format. Additional reviews, revisions,
and client meetings will be charged hourly
Additional final master plan revisions if requested Fee: $18,975.00
Pricing is guaranteed for 60 days from the date of this proposal.
Timeline: Estimated time for completion of work is within 120 business days of receipt
of the signed agreement and deposit. CCG is not responsible for delays that are
beyond our control.
Limitations or Exclusions: Client is responsible for providing necessary background
material such as legal/Alta surveys,topographical maps, geotechnical information, relevant
ordinances, local zoning bylaws or any other relevant information. CCG does not provide
structural, seismic, geotechnical, environmental, civil or legal survey engineering services,
but will work with client provided or referred co-consultants.
Advance Payment/Retainer: 25% of the fees for the selected services is due upon
signing this letter of engagement. Consultant shall bill the Client monthly for services
rendered, based upon percentage of work completed. Actual travel expenses are
invoiced upon completion of travel and due upon receipt. Travel is invoiced at cost. A
final invoice will be sent upon completion of each selected task. Payment is due upon
receipt of the deliverables for the specific task.
Acceptance of this agreement authorizes CCG to proceed with the scope of services
referenced above in accordance with the terms and conditions within this letter of
engagement. Campground Consulting Group LLC may apply advanced funds against
any unpaid amounts without further authorization from Client.
Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 Consultin Grou G
Page 5
Invoices and Payments: Invoices not paid within thirty (30) calendar days of the
invoice date will accrue interest at a rate of one and one half per cent (1.5%) per month.
The client agrees to pay Consultant upon demand any costs of collection for unpaid
balances. Invoices should be addressed to The City of Grapevine, P.O. Box 95104,
Grapevine, TX 76099.
Work Product. In conducting any evaluation, analysis, land or master plan, Consultant
may prepare written documents, communications, conclusions, reports, plans and other
materials. Consultant does not assume responsibility for inaccuracies and does not
warranty or represent that any of the projected values, recommendations, suggestions,
or results contained in any analysis, report, communication, master plan or conclusion is
accurate or will be achieved. Possession of Consultant's work product does not carry
with it the right to share with a third party the right of publication, or the right to use
Consultant's name in any manner without first obtaining written consent from consultant
which consent will not be unreasonably withheld. Copyright for CCG2 instruments of
land planning services belong to CCG and shall remain the property of CCG whether
the project for which they are made is executed or not. Alteration of copywritten
instruments by the Client is prohibited.
Disclosure and Confidentiality: Consultant may be given access to certain
procedures, documents, data, records, development plans, property information,
financial statements and trade secrets which are confidential and the property of the
Client or its parent, affiliates, and subsidiaries ("Confidential Information"). As may be
required to perform the Consulting Duties, the Consultant may directly or indirectly
disclose confidential information relating to the business, financial statements,
conditions, or operations with or without permission from Client. Consultant agrees that
such disclosures or sharing of information are for consultation purposes only. All
documents, communications, conclusions, and reports concerning the subject matter of
the Consulting Duties pursuant to this engagement will be considered privileged and
confidential unless and until advised by Client to the contrary. Confidentiality remains in
effect after completion and/or termination of engagement.
Termination: Termination of agreement may be given by either party with 72 hours'
written notice. Fees for services and expenses rendered up to termination date are
payable upon date of termination.
Hold Harmless: Client understands and agrees that findings and recommendations are
the professional opinion of consultant and not a guarantee of future performance. Client
understands and holds Consultant harmless for any or all results of either negative or
positive, satisfactory, or unsatisfactory performance and further understands that
implementation of recommendations are at client's discretion and own risk. Consultant
is not liable for any damages resulting from implementation of recommendations. Client
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Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 Consultin Grou G
Page 6
waives all rights for legal action of any kind against consultants both personally and
professionally. Client further agrees to indemnify CCG in the event of any claim against
CCG to the extent of services performed by CCG pursuant to this contract, initiated by a
non-party to this contract and arising out of, or from a claim commenced by the client.
Non-solicitation: During the term of this engagement and for (7) years following
termination of this engagement the Client will not indirectly or directly solicit to hire, hire,
employ, or engage any individual who is engaged as a consultant, contractor or is
otherwise employed by Campground Consulting Group LLC.
Additional terms and conditions: The terms and conditions set forth in the invitation
to Bid, 04-26, shall be incorporated into this agreement as Exhibit A
Acceptance and agreement of Engagement: By signing below Client agrees to the
terms and conditions described herein and acknowledges their understanding of the
services to be provided. This LOE may be executed in one or more counterparts, each
of which shall be deemed an original, but all of which together shall constitute one and
the same instrument. E-Signatures, and signatures by facsimile transmission or other
electronic transmission, shall be acceptable and binding upon the Parties. On receipt of
the executed agreement work will commence or be scheduled. Unless consulting or
land planning services have been added or terminated earlier by Client or Campground
Consulting Group LLC, this engagement will end when the work described above has
been completed.
Accepted: Date:
Printed name: Title:
Thank you for placing your trust and confidence in Campground Consulting
Group LLC!
Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials
City of Grapevine/The Vineyards Campground
February 17, 2026 on tin G UG
Page 7
Campground
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2026 HOURLY AND ADDITIONAL SERVICES FEES
Consultation-CEO $350.001hour
Finandal iTWKOOftur
CMH Erg it 25. f
Senior Associate Consultant 5 . /hour
Land "ate 5:
Land Planning Design it 155, our
Associate Consuftant 15 a
New eat Resource it 15 , of
iS 25. r
Addifional Zoom MeetingsCCG Team $520.001hour
i s 2, 4
tray r
Site visit induded in cost of study.
Expechted projects may be subject to additional to
Travel expenses Juvoked at cortsultaffs cost..,
Ooasultat=fees are subject to charge wdh or wigmut not"
Fees am guaranteedupon execu6w7 of an engagement agmement
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Campground Consulting Group LLC 71 Route 104, Unit 4-17 Meredith, NH 03253
800.897.8836 www.campgroundconsultinggroup.com
Client initials