UI/UX Designer

1. Context

BXLGIS is the mapping application of the City of Brussels. It serves as the technical foundation for producing and distributing a wide range of thematic applications for different target audiences:

• The general public (external target), via applications such as Ville à 10 Minutes or Projets Urbains
• City staff and partners (internal target), via numerous business applications.

The internal target (staff) is the priority for this project.

The application ecosystem has been built over the years and currently presents visual and ergonomic inconsistencies. This situation creates an inconsistent user experience (UX) and increases maintenance complexity (UI debt).

2. Scope of Work

2.1. Objectives & Problems to Solve

To address this situation, BXLGIS aims to implement a Design System (DS). This DS will serve as the single source of truth for all our interfaces, with the main objectives of:

• Reducing existing UI/UX debt and preventing its future accumulation.
• Ensuring ecosystem consistency and maintaining a uniform user experience (UX).
• Facilitating and accelerating design activities for Product Management.
• Optimizing development by providing “ready-to-use” components, freeing developers from this task.
• Making the tool appealing by giving it a modern, intuitive, and rewarding visual identity.
• Ensuring accessibility of interfaces and interactions (compliance with WCAG standards, which is a legal requirement).

2.2. Expected Services

This project involves supporting the BXLGIS team in creating the foundations and an initial component library (UI Kit) for its Design System.

The selected provider will be responsible for:

• Auditing the existing system
• Defining visual foundations (design tokens, brand identity)
• Designing an initial library of robust and accessible components (UI Kit)
• Documenting usage rules (Guidelines) for these components

Figma is the reference design tool for this assignment.

3. Description of Phases and Expected Deliverables

The assignment is divided into several phases with clear deliverables:

Phase 1: Audit & Inventory (Discovery)

• Analysis of the existing system (via 2-3 key BXLGIS applications, mainly internal, which will be provided).
• Creation of a UI Inventory of all interface elements (colors, typography, buttons, forms, modals, etc.).
• Identification of inconsistencies, “duplicates”, and ergonomic friction points.

Deliverable 1: An audit and inventory report (e.g. Figma file) summarizing observations and strategic recommendations.

Phase 2: Visual Foundations (Design Tokens & Brand Identity)

• Definition of the color palette (primary, secondary, semantic, neutral).
• Definition of the typographic scale (fonts, sizes, weight, line heights).
• Definition of spacing systems (grids, margin, paddings).
• Definition of other “tokens”: shadows, border-radius, etc.

Deliverable 2: A graphic and ergonomic style guide delivered as variables (Design Tokens) structured in a Figma file.

Phase 3: Component Library Design (UI Kit)

• Design of a basic UI component library, using the foundations from Phase 2.
• Components must be created using Figma best practices (auto-layout, variants, etc.).
• Emphasis must be placed on accessibility (WCAG).
• Responsive Design: The primary use is “desktop-first” (business applications). However, consultation must be fully functional and readable on mobile devices (responsive). We do not aim for a fully mobile-first experience that would replicate all features, but a smooth, intuitive mobile consultation experience that respects the visual identity.

Deliverable 3: The component library (UI Kit) as a clean, publishable Figma file.

Phase 4: Documentation & Usage Principles (Guidelines)

• For each component, drafting of clear and concise usage rules (“Do’s & Don’ts”).
• These rules may be integrated directly in Figma (via component descriptions) or in a supplementary document (zeroheight, storybook).

Deliverable 4: Usage documentation (Guidelines) for the component library.

5. Expected Submission Requirements

To be considered complete, the bidder’s offer must include the following documents:

• A portfolio (link or PDF)
• A methodological note (max. 3 pages):
• Demonstrating understanding of BXLGIS’s specific needs.
• Describing the proposed approach and methodology for each phase. Including a provisional schedule with an estimate of workload (in man-days/hours) per phase.
• An up-to-date CV.

Hybrid work arrangement with a minimum of 2 days per week on-site.