Construction Tender Management System

Slashed contractor onboarding from 8 days to 5 days and boosted bid submissions +34%—all in one multilingual, data-rich platform.

Cover image of the Construction Tender Onboarding & Bidding System case study, showcasing a responsive design displayed across a desktop monitor, tablet, and smartphones with a clean interface for tender management and bidding.

Role:

Lead Product Designer

Timeline:

16 weeks

Team:

1 PM, 2 Developers, 1 QA, 1 Designer

Tools:

 Figma, Miro

Platforms:

Web + responsive mobile

My focus:

Journey mapping, IA, wireframes, UI, Arabic-LTR parity

Overview

Contractors spent 8 days on onboarding, battled error-prone forms, and wrestled with complex bid calculations delaying submissions and driving frustration.

Outcome
≤ 20 mins

Onboarding time

≤ 8 days

Bid submissions

28%

Current error rate

5.2

Bids per tender

Discover

Interviewed stakeholders to surface tender process pain points.

Define

Built persona and journey map to expose data-entry and approval delays.

Ideate

Brainstormed concepts one-click registration and inline checks for speed and accuracy.

Design / Test

Sketched wireframes, created visual design, ran usability tests, and iterated.

“Complex items, simple inputs” micro-story

Estimators juggled 12-line formulas in Excel. We collapsed that logic into an auto-calculating line-item builder—two inputs, one dropdown, total updates in real time. Usability tests showed task time drop from 7 min to 2 min.

Key Design Decisions
  • Role-Based Dashboards – Each user sees only the KPIs, actions, and alerts that matter to their job; information-hunt time dropped 60 %.
  • Smart Line-Item Builder – Wrapped 12-variable cost formulas into two inputs and a live total, cutting item-creation from 7 min to under 2.
  • Instant Validation & Completeness Meter – Flags missing docs or bad data the moment it’s entered; post-submission errors fell 38 %.
  • Bid Radar Matrix – Auto-scores every bid against weighted criteria, surfacing the “best fit” and spotlighting specialist strengths in one glance.
  • Quick Registration (API-prefill + progress bar) – Pulls contractor legal data automatically and shows clear steps, shrinking onboarding to 15 min.
Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.

User Interview Insights

  • Managers struggle with clunky forms they need a clear, step-by-step flow to enter tender details without hunting for fields.
  • Lack of live status feeds breeds uncertainty real-time updates must be visible at a glance.
  • Fragmented bidder communication slows the process integrated chat or comments keep everyone on the same page.
  • Scattered progress views force constant context-switching a unified dashboard showing all tender stages drives faster decisions.
Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.

Scenario

Before implementing the Construction Tender Onboarding and Bidding System, Michael faced numerous challenges in managing the tender process, leading to inefficiencies and errors.

Solution Highlights
Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Relevant info, zero clutter

“Every role sees only what matters—no buried data, no scroll hunts.”

Role-Based Dashboards

Every user (contractor, estimator, evaluator) lands on a view tuned to their tasks, reducing information-hunt time by 60 %.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Bid radar & instant scoring

“A birds-eye grid auto-ranks bidders and spotlights hidden strengths.” 

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Complex items, simple inputs

“Even multi-variable cost formulas fit into two clicks and one slider.”

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Progressive Validation & Completeness Flags

While evaluators score bids, the UI highlights only the sections still pending, shows a running “% complete,” and blocks final submission until everything is reviewed—eliminating premature rejections and cutting follow-up emails by 40 %.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Smart Line-Item Builder

Collapsed 12-variable cost formulas into two inputs and a live total; item creation dropped from 7 min to < 2 min.

Persona for Michael Turner, a Construction Project Manager, highlighting his goals (efficient tender management and collaboration), pains (complex processes, errors, limited visibility), and needs (streamlined platform and real-time updates). Includes bio details, device usage breakdown, and user interview insights emphasizing the importance of usability and transparency.
Bid radar & instant scoring

“A birds-eye grid auto-ranks bidders and spotlights hidden strengths.”