Proposal Details to Review with Your MEP Consultant

At Royal Engineering, we strive to have good communication with our clients at every step of our projects. One of these important steps is the proposal process, where we coordinate with our clients to get them a proposal for their scope of work. It is vital that the right information is discussed so that we can get the most accurate proposal to our client as possible. There is nothing worse—or more avoidable—than a kickoff meeting with missing information or an inaccurate scope of work. To help ensure your project starts off on the right foot, here are some key items to discuss with your MEP consultant when reviewing a proposal.

Avoid Costly Assumptions: Start with the Right Information

Assumptions can be expensive. Whether you are embarking on a new design project or shopping for a car, missing or unclear details can quickly drive-up costs and cause unnecessary frustration. In the world of MEP (Mechanical, Electrical, and Plumbing) design, clarity from the start can save time, money, and headaches.

Essential Project Details

Begin by addressing some foundational questions that will guide your consultant’s understanding and pricing:

• Where is the project located?
• Will the design be in Revit or AutoCAD?
• If using Revit, what level of design detail will be required?
• How many site observations do you anticipate?
• Will the MEP team be responsible for providing the envelope COMcheck?
• For a remodel, are MEP demolition drawings required?

Clarifying the Scope

An accurate scope is crucial for accurate pricing. Keep in mind: not all square footage is created equal. A 3,500 sq. ft. medical clinic will have very different design requirements than a 3,500 sq. ft. warehouse. Providing clear scope details ensures everyone is aligned.  Consider the following:

• What is the project type (e.g., office, retail, medical, industrial)?
• What is the total square footage of the space or building?
• What type of mechanical system is planned?
• Will the project require mechanical ventilation?
• Is AV system design needed?
• What amenities are included (e.g., pool, hot tub, gas fire pit)?
• Will the design include radiant heating and/or snow melt systems?
• Will there be a warming kitchen or a full commercial kitchen?

Proposal Specifics

A client once said, “I never read the proposal, I just look at the price.” While budget is certainly important, we always encourage clients to review proposals thoroughly. Confirming that the scope is correct helps avoid costly revisions, change orders, and miscommunication later in the process.  Here are a few proposal-specific questions worth addressing:

• Do you require separated pricing (by discipline, phase, etc.)?
• Should the proposal be broken down by design phase?
• What is the project’s anticipated timeline and deadline?
• Will you be using an AIA contract?
• When is the owner expected to authorize the start of design?
• Will this be a fixed-fee proposal or billed on a time-and-expense basis?

Final Thoughts

Answering these questions up front sets the stage for a smoother, more efficient design process. With a clear scope and detailed expectations, your MEP consultant can provide a more accurate and competitive fee proposal—helping you save money and get the results you need without surprises.