Compare MEP consultancy proposals against the same project requirements before deciding whether the fee represents value. Check which mechanical, electrical and plumbing systems are covered, what the consultant will deliver, who will do the work, and how coordination, approvals and changes will be managed. Then make the prices comparable by clarifying exclusions and optional services.
Two proposals with different fees may cover different design stages or construction support. A practical comparison helps Saudi owners understand those differences and choose the appointment that fits the project. MEP means mechanical, electrical and plumbing; related systems such as fire protection and low-current systems must be expressly agreed where needed.
Start with the same project brief
Give every consultant the same current information: building use and location, floor areas, occupancy, architectural drawings, existing site constraints, programme and required performance. Explain who the client and decision-makers are, the procurement route and the intended construction budget. If a key input is unknown, ask all bidders to identify the assumption they have used.
Specify the services you expect by stage, the outputs you need and any authority or landlord interfaces. Invite proposals in a common format and use a written clarification register so important answers can be compared consistently. Follow the procurement rules applicable to your project, especially where public or funder requirements apply.
FIDIC describes the consultant brief as a way to define scope, deliverables, programme and the contractual relationship.
For a starting point on project inputs, see Crown Axis’s engineering design brief for Riyadh commercial projects.
Compare the scope and design stages
Read the proposed scope line by line. Identify the heating, ventilation and air conditioning (HVAC), power, lighting, water supply and drainage services included. State separately whether fire protection, low-current systems, external utilities, specialist systems or sustainability studies are part of the appointment. A general phrase such as “complete MEP design” does not by itself resolve each boundary.
Identify where the appointment begins and ends
Compare concept design, developed design, tender documentation and construction-stage services as separate items. A proposal ending with permit drawings is different from one that includes tender support, responses during construction and commissioning assistance. Neither is automatically wrong; the owner needs to decide which services the project requires and who provides any missing work.
Check assumptions about existing surveys, utility information, client-furnished equipment and design changes. Note every exclusion alongside a named owner or an action to obtain a separate price. This prevents an omitted task from being overlooked when the proposals are compared.
Examine the deliverables
Request a deliverables schedule for each stage: drawings, calculations, specifications, equipment schedules and quantities where included. Agree the issue purpose, expected detail, file formats and review process. A bill of quantities may be a full measured document or a more limited schedule; ask bidders to explain their basis and exclusions.
If building information modelling (BIM) is required, specify the expected model uses, file formats, coordinate system, level of information and handover rights. Also distinguish design drawings from contractor shop drawings and identify whether review of the latter is included. Ask how many review rounds are allowed and what triggers an additional service.
Review the proposed team and experience
Ask who will lead mechanical, electrical and plumbing design, coordinate the disciplines and remain the client’s point of contact. Review the experience of the named people on projects with comparable use and complexity, and ask how much of their time is available. A firm’s project list is useful, but it does not establish who will work on your building.
Clarify the role of any subconsultants, where decisions will be made and how the team checks its own work. Request evidence of the professional registrations, permissions or project-specific qualifications that apply to the services and jurisdiction. Confirm any change to key personnel through the appointment process.
FIDIC recommends evaluating the key personnel allocated to the particular project; see its consultant selection guidance.
Check coordination and authority support
Identify the interfaces between MEP, architecture, structure, interiors, civil works and specialist systems. Ask who leads coordination, which meetings are included, how conflicts are recorded and who is responsible for closing them. A clash report alone does not explain which issues will be reviewed or resolved.
For authority and utility interfaces, distinguish preparing documents, submitting them, responding to comments, attending meetings and paying third-party fees. Ask which activities are included, the number of review cycles assumed and any exclusions. Approval decisions rest with the relevant authority; a proposal should not be treated as a guarantee of approval.
Understand the programme and commercial terms
Compare the programme against the same start date and client input deadlines. Identify design milestones, review periods, dependencies on other consultants and the treatment of delays. A short duration may rely on assumptions about information or decisions that the owner cannot yet provide.
Review the fee basis, payment milestones, taxes where applicable, reimbursable expenses, site visits and optional services. Ask how additional work is authorised and priced, including scope changes, redesign after an approved stage and extra visits. Request a separate price for a missing essential service when it can be defined, and keep unresolved items visible until clarified.
Use a proposal comparison table
Use the following table as a starting point. Record evidence from each proposal, mark each item included, excluded or unclear, and request written clarification. Tailor the criteria and any weighting to the project and applicable procurement rules before scoring.
| Compare | What to Request | Record for Each Proposal |
|---|---|---|
| Systems and stages | Scope by discipline and phase | Included / excluded / unclear |
| Deliverables | Drawing and calculation schedule | Detail, format and issue purpose |
| Project team | Named leads and availability | Experience and assigned roles |
| Coordination | Interfaces, meetings and BIM scope | Frequency and responsibility |
| Approvals | Submissions and comment responses | Scope, fees and assumptions |
| Programme | Milestones and client dependencies | Dates and review periods |
| Commercial terms | Fee breakdown and change process | Options, visits and expenses |
Worked example: two different proposals
Imagine an owner seeking MEP design for a commercial building. Proposal A quotes a lower fee for design through the permit stage, excludes construction-stage responses and assumes the owner appoints a separate fire-protection specialist. Proposal B quotes a higher fee and includes those services, subject to stated limits. These are fictional examples, not market prices.
The owner should first confirm whether construction support and fire-protection design are required, then request Proposal A’s price and terms for those services. Review the experience and scope of both teams before comparing the adjusted offers. If the owner already has a separate specialist and does not need construction support, Proposal A’s narrower scope may be appropriate. A higher fee alone does not establish better value.
Resolve key questions before appointment
Before selecting a consultant, close material scope gaps, confirm the named team and agree deliverables, programme, review rounds, fee and change procedure in writing. Keep a record of assumptions that remain open and who must resolve them. Have the appointment reviewed by the appropriate procurement, technical and legal advisers for the project.
Crown Axis provides MEP design services in Saudi Arabia. To discuss your project requirements and proposed scope, contact the Crown Axis team.
FAQs
Need Help before You build?
Should the lowest MEP consultancy fee be rejected automatically?
No. A lower fee may reflect an efficient approach or a scope that matches your needs. First check the consultant’s qualifications, team, assumptions and deliverables against the brief. Clarify material exclusions and compare services on a consistent basis. Then evaluate the proposal using your project’s agreed criteria and procurement requirements.
What is the difference between MEP design and construction supervision?
MEP design develops the engineering solution and documents for the agreed stages. Construction supervision or construction-stage support may involve site observations, review of submittals and responses to technical queries, depending on the appointment. Neither term defines the complete service by itself. Ask each bidder to list duties, visits, deliverables and limits explicitly.
How can an owner compare proposals with different exclusions?
Create a list of all services your project needs, then mark each bidder’s response as included, excluded or unclear. Ask for written clarification and, where practical, a separate price for missing work. Keep responsibilities for third-party specialists and fees visible. Compare the revised scope and terms before relying on an adjusted total.
Should BIM and clash detection always be included?
Not necessarily. The benefit depends on the building’s complexity, project delivery approach and coordination needs. If you require BIM, define the model uses, formats, information level, disciplines and coordination process. Specify who reviews clashes and closes them. If BIM is not included, agree another workable method for coordinating the designs.
Who pays authority fees and handles approval comments?
That depends on the appointment and the relevant authority’s process. Distinguish consultant preparation and submission work from government or utility charges, specialist fees and the time needed to address comments. Record who pays each cost, which review cycles are included and what happens if changes fall outside the agreed scope.
What happens if the project scope changes after appointment?
Follow the change procedure in the contract. Describe the proposed change and ask the consultant to assess its effects on deliverables, other disciplines, programme and fee before authorising additional work. Record the decision and revised assumptions in writing. The parties should also identify any approvals or client inputs affected by the change.