Connecting Vendors to Bids, Constructing Success
Team
Rohitha Remala,
Sanjana Kothapalli,
Arundhati Tiwari
Roles
Overview
KMV Constructions is a leading engineering and construction firm managing large-scale procurement across vendors, manufacturers, and project teams. Material bidding and negotiation were historically manual, undocumented, and difficult to scale.
This initiative focused on transforming bidding, negotiation, and documentation into a structured, auditable, and implementation-ready digital system—designed to work both as a standalone mobile experience and within KMV’s existing Vendor Management ecosystem.
As an Independent Senior UI/UX Designer, I led design execution from system definition to engineering handoff, with an emphasis on scalability, feasibility, and delivery speed.
Problem & Product Mandate
Market & Operational Gaps
Construction material bidding remains largely manual:
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Pricing negotiations occur via phone with no audit trail
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Vendor quotes, revisions, and availability are scattered
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POs and ASNs lack a central source of truth
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Manual coordination introduces delays, errors, and budget risk
As procurement scaled, these gaps became operational blockers rather than inefficiencies.
Objective
Design a vendor-facing bid management experience that:
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Enables vendors to participate independently in bidding workflows
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Documents negotiations, revisions, and approvals end-to-end
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Centralizes ASNs, POs, and contractual artifacts
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Is production-ready and feasible to implement within a compressed timeline
Platform Scope
Core Workflows
The platform digitizes three critical procurement workflows:
→ Bidding
Vendors submit, revise, and manage multi-product bids digitally
→ Negotiation
Structured revisions with full traceability and accountability
→ Documentation
Persistent records of bids, ASNs, POs, and contracts
Advance Shipment Notices (ASNs)
ASNs capture shipment details such as materials, quantities, delivery timelines, and logistics. Previously handled manually—especially for new vendors—this process caused delays and inconsistencies.The system was designed to support current manual inputs while laying groundwork for future ASN automation.
Users
Primary users included:
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Construction Managers
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SPOCs / Admins
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Vendors / Sellers
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Material Manufacturers
Key insights from KMV’s internal context:
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Lack of documentation reduced accountability
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Vendors struggled with multi-product pricing management
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Procurement artifacts were fragmented across tools and channels
Design System & UI Strategy
After defining application architecture, I established a scalable Design Language System, enabling rapid iteration and consistency across screens.
Deliverables included:
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50+ reusable UI components
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Clearly defined variants, states, and interaction rules
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Tokenized typography, spacing, and color foundations
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A structured sticker sheet for rapid screen assembly
This system allowed parallel design and engineering work while maintaining consistency and predictability.
Design Leadership & Execution
Role
As an Independent UI/UX Designer, I owned end-to-end design execution with a strong focus on systemisation and delivery.
→ Defined UI architecture and core workflows
→ Built a Design Language System aligned to KMV’s brand
→ Created a developer-ready component library
→ Designed high-fidelity prototypes covering:
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Happy paths
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Error states
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Edge cases
I worked closely with engineering to validate feasibility, reduce ambiguity, and ensure design decisions translated cleanly into implementation.
Balancing design rigor, scalability, and speed was critical throughout the sprint.
Constraints & Timeline
→ Compressed 3-week delivery timeline
→ Pre-validated business logic
→ Integration into an existing enterprise ecosystem
Given the specificity of the use case, formal discovery was intentionally minimized in favor of focused execution and delivery.
Collaboration & Iteration
→ Daily internal critiques and live iterations
→ Frequent syncs with stakeholders and engineers
→ Focused feedback sessions during week two to debug flows
→ Progressive refinement toward production readiness
The latter half of the sprint prioritized implementation clarity, not visual exploration.
Operationally Validated Outputs
What shipped was mapped to how the business works
All design outputs were explicitly mapped to KMV’s business logic and operational flows, ensuring the system was functionally complete and implementation-ready.
This resulted in:
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End-to-end UI flows aligned directly to bidding, negotiation, and documentation business rules
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Component behavior definitions covering states, edge cases, and error handling tied to real procurement scenarios
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Interaction patterns stress-tested against high-volume and multi-product use cases
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Engineering-aligned specifications, refined through real-time feasibility reviews and feedback loops
Vendors now have the autonomy to select bids directly, streamlining a process that was previously tedious and handled through phone calls for coordination and negotiation.
Revisions document all changes made by the vendor or client(construction manager) to the bid
Term and conditions allow for nuance agreements to be accountable
ASNs and POs, along with their PDF copies, are retained in a searchable and retrievable historical repository, allowing for easy download.
Engineering Handoff & Implementation Readiness
Final delivery was structured explicitly for frontend implementation, minimizing translation overhead between design and code.
Handoff outputs included:
→ Engineering-aligned UI flows and screen specifications
→ Component definitions with explicit behavioural rules
→ Design decisions translated into CSS-ready variables, enabling direct mapping into :root for:
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Colour systems
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Typography scales
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Spacing and layout primitives
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Elevation and interaction states
→ Clear implementation guidelines supporting consistent reuse
I partnered closely with frontend engineers during handoff to validate naming conventions, state logic, and component boundaries—ensuring designs could be implemented predictably and efficiently without downstream clarification or rework.
