What does quality cooperation with an external MEP design and BIM team look like?
On large BIM projects problems rarely appear because of the modeling itself.
The problems are most often caused by poor coordination between teams, unclear responsibilities and disconnected work processes.
That is why Building Information Modeling (BIM) today represents a standard approach to designing and coordinating complex construction projects.
In our company, we started introducing BIM processes almost ten years ago. With almost 40 years of experience in MEP design, switching to BIM was a logical step that allowed us to design and coordinate technical systems in buildings more efficiently.
MEP disciplines include heating, ventilation, and air conditioning (HVAC) systems, electrical installations, plumbing and drainage, and other technical systems.
Since all these systems share the same space within the facility, their coordination is one of the biggest challenges during design.
As projects become larger and more technically complex, many companies collaborate with external MEP design and BIM teams to support the modeling, coordination, and technical development of building systems.
Our team often takes on this role, acting as part of the client’s project team and providing support in modeling, coordinating and developing technical solutions.
When properly involved in the design process, external MEP design and BIM teams can function as a reliable extension of the in-house engineering team. According to our experience, this form of cooperation makes it possible to increase project capacities while maintaining a high level of technical quality throughout the design process.
However, a successful collaboration involves much more than just outsourcing modeling. It requires clearly defined processes, effective communication and a common understanding of project goals. When these elements are properly placed, the external team can perfectly fit into the existing project organization and actively contribute to the successful implementation of complex construction projects.
Clear Project Scope and Responsibilities
One of the key foundations of successful cooperation is a clearly defined project scope.
From our experience working as an external MEP design and BIM partner, it is extremely important that all project participants understand their responsibilities and expected results from the very beginning.
A clear definition of scope allows external teams like ours to engage flawlessly with the client’s project structure and ensures that modeling, coordination, and technical development activities are aligned with the overall project goals.
The Role of a BIM Manager
A central role in this process is played by the BIM Manager, who is responsible for defining the BIM strategy, standards and work processes used during the project. In most of the projects we participate in, the BIM Manager prepares or supervises the development of a BIM Execution Plan (BEP), a document that defines:
- modeling standards
- the required level of model development (LOD – Level of Development)
- model and file exchange procedures
- software platforms used in the project.
- structure of the model and naming conventions
- coordination between disciplines.
For our team, BEP is a key reference document that ensures that our modeling processes are fully aligned with the expectations of the client and the wider project team.
Through our in-house experience as a BIM Manager on large projects, we have a clear understanding of the expectations arising from BIM leadership positions.
This allows us to effectively support the client’s BIM managers without misunderstandings, as we are fully capable of communicating in the same professional and technical “language” and aligning effortlessly with established project processes and expectations.
A well-defined BEP ensures that all teams work according to the same guidelines and significantly reduces the risk of misunderstandings during the project.
Applying International BIM Standards
In addition to project-specific standards, our team also follows internationally recognized BIM frameworks such as ISO 19650, which defines best practices for information management in a BIM environment. In some cases, certain procedures or requirements for information management may not be fully defined within the available project documentation.
When this happens, we rely on the ISO 19650 framework as a reliable reference point for structuring information, organizing models, and maintaining consistent collaboration processes.
This approach helps ensure that project information remains structured, coordinated, and aligned with generally accepted BIM practices, even when detailed project guidelines are not fully defined.
This consistency allows the BIM environment to function as a reliable source of project information during the design and construction phases.
Communication and coordination
Effective coordination is essential for complex MEP projects where multiple disciplines must share the same physical space within a building.
To support this process, our working approach involves an internal project coordinator who actively participates in the client’s coordination process.
The project coordinator attends weekly coordination meetings with other project participants and represents the primary communication link between our modeling team and the wider project team.
During these meetings, coordination problems, changes in the project and potential conflicts are discussed together with architects, structural engineers and other MEP disciplines.
After each meeting, the coordinator distributes tasks and coordination issues to our team via the Autodesk Construction Cloud (ACC) or Revitzo platforms.
Managing the Common Data Environment (CDE)
In addition to participating in existing coordination processes, we also offer CDE (Common Data Environment) management services when needed.
This means that the client can count on us not only to work within existing platforms, but also to actively support and optimize the way project information is structured, shared, and controlled.
This structured communication process ensures that our team remains fully aligned with the development of the project and can react quickly to coordination challenges.
Building trust and long-term cooperation
Clear and Transparent Project peration Communication
Successful long-term cooperation with clients is based on trust, transparency and reliability. From our experience, this is especially important when working as an external MEP design and BIM partner, where close integration with the client’s internal team is crucial for the smooth development of the project.
Our approach is based on maintaining strong and consistent communication with the client throughout the project lifecycle. This includes regular reporting on modelling progress, coordination updates, and timely information on potential challenges or delays when they arise.
Model Quality Control
We also attach great importance to internal quality control processes. Before the models are shared with the client or uploaded to the project environment, they undergo an internal review to ensure that modeling standards, coordination requirements, and project guidelines are consistently met.
Availability and quick response are also necessary elements of our approach to collaboration. Our team remains available to project partners and is always ready to support coordination discussions or provide additional technical clarifications when needed.
In many cases, we also help with tasks that may go partially beyond our primary scope of work, when this contributes to the overall coordination of the project and helps its progress. From our experience, such a proactive approach often helps maintain project continuity and further strengthens the working relationships between project partners.
Experience on International BIM Projects
Over the years, our team has participated in projects in several European markets, cooperating with companies from Germany, Austria, Italy, Sweden and Switzerland.
These projects often involve multidisciplinary teams working in different locations and within different organizations. By using digital collaboration environments such as Autodesk Construction Cloud (ACC) and cloud platforms for document exchange, we were able to maintain effective communication and coordinated work processes between project participants.
Working in such international project environments has further strengthened our ability to quickly fit into different project structures and adapt to different client standards, BIM requirements and coordination processes.
Cooperation with external MEP design and BIM teams has become a key element in the realization of modern, technically complex construction projects.
At Alfa Therm, we have been combining experience in MEP design with almost ten years of BIM experience for many years, applying structured work processes and international standards such as ISO 19650 to ensure the consistency and reliability of project information.
By integrating into the client’s work processes, applying advanced collision detection and maintaining clear communication, we act as a reliable extension of the engineering team.
Our proactive project approach and observance and international BIM standards help ensure that projects are well-coordinated, realizable in practice and efficiently executed, supporting clients at all stages of the project.
