A platform RFP asks software vendors to show how their product, on a named plan, meets the needs of your business. It stays platform-neutral until you have chosen, so every vendor answers the same questions.
The generator turns your answers into requirements, demonstration scenarios and a pricing schedule, then separates what is available today from extensions, custom work and roadmap items.
Your answers stay on your device. The generator runs in your browser: nothing you type is uploaded or stored on our servers, there is no account, and nothing goes to suppliers unless you send the files yourself. Site analytics count page visits, steps reached and downloads, never what you type.
What this RFP covers
Capability against your scenarios
Vendors demonstrate three to five tasks you define, such as a merchandiser publishing a range or a customer choosing a delivery day. Each response separates current capability, configuration, named extensions, custom work and roadmap.
Operating model
The RFP asks vendors to explain the architecture against the capacity of the team that will run it, including releases, upgrades and who does what after launch.
Integrations
Each system you list becomes an integration requirement covering data, direction, timing and ownership, plus how failures and retries avoid lost or duplicate orders.
Whole-life cost
Licences, usage, platform transaction fees and payment processing fees are priced as separate lines over a comparison period you set. A blank price counts as not quoted, never as zero.
Ownership and exit
Vendors state what you can export, in which formats, and what transition support costs, before you sign.
Question areas used: business, outcomes and scale; current technology and ownership; platform capability and customer experience; integrations; b2b and wholesale; subscriptions and recurring commerce; international and multiple storefronts; security, accessibility and governance; timetable, costs and selection. Specialist areas such as B2B, subscriptions or several markets appear only when your answers make them relevant.
Some of the questions it asks you
P03How settled is the choice of future platform?Suppliers respond differently when the platform is open than when it is already chosen.
B14Which three to five customer or staff tasks should every supplier demonstrate?Real tasks make demonstrations comparable. Each supplier is asked to show the same ones.
C02Which existing systems must stay, could change, will retire or need assessment?Include ERP, warehouse, PIM, CRM, payments, email, search, reviews and anything else connected to the store.
F15Is the architecture fixed or open to recommendation?Architecture means how the platform, storefront and other services fit together. Suppliers must justify any recommendation against your team's capability and cost.
F16What custom API, webhook, integration and data-export capabilities need demonstrating?An API or webhook lets other systems read or receive data from the store automatically.
F23What data, code, configuration and account access must be transferable when the engagement ends?
T08Over what contract and cost comparison periods should proposals be evaluated?Comparing total cost over the same period stops low set-up fees hiding high monthly costs.
Every question can be answered, marked unknown, not applicable, or kept private.
What suppliers send back
A completed requirement response per requirement ID, with product, plan and version
A pricing schedule in one currency, separating one-off, recurring and usage charges
Answers to the demonstration scenarios for shortlisted vendors
Contract and exit answers: export, renewal changes, notice and termination
How proposals are compared
Default criteria and weights in the private evaluation workbook. Editable before you issue the RFP; they are starting points, not a standard.
Fit to business needs
25
Integration and implementation fit
20
Evidence and validation
15
Implementation and support expertise
10
Whole-life cost and commercial clarity
20
Ownership, operations and exit
10
Scores show coverage until every criterion is assessed. A failed eligibility gate excludes a supplier whatever its score.
Worked example
Platform choice for a UK homewares merchant. 800 active products, 2,400 variants, about 1,500 orders a month, one market, platform undecided, budget to be proposed. The business is fictional.
Request for proposal: Hollowfield Home platform selection
Platform. For ecommerce platform vendors.
Buyer
Hollowfield Home (fictional)
Issue date
Not yet issued
Revision
1
Generated
2026-10-20 09:00 UTC
1. Executive brief
Hollowfield Home (fictional) invites proposals for the following work package: Platform (software).
What prompted this project: The current hosted platform needs developer time for routine merchandising changes, and its checkout cannot offer the delivery date choices customers ask for. Without a change, seasonal ranges keep launching late.
Priority outcomes: Publish a new seasonal range without developer help; Offer named-day delivery at checkout; Reduce time staff spend on manual order edits.
How ready are you for proposals?
Ready for proposals
How settled is the choice of future platform?
Undecided
2. Business context
How do you sell?
Direct to consumer (B2C)
What do you sell?
Physical products
Which countries, languages, currencies, brands and storefronts are in scope?
Country or region
Language(s)
Currency
United Kingdom
English
GBP
How many active products and sellable variants exist?
Active products: 800 products; Sellable variants: 2,400 variants (estimate)
What are normal and peak order volumes?
Normal: 1,500 orders per month (observed, last 12 months) (estimate)
Do customers hold gift card, store credit or loyalty balances with you?
No
Which categories, brands or markets matter most commercially?
Category, brand or market
Why it matters
Trade customers
Possible future B2B channel. Not part of launch scope.
Priority outcomes
Outcome
Baseline
Baseline status
Target
Target status
Unit
Period
Publish a new seasonal range without developer help
·
Unknown
·
To agree
·
·
Offer named-day delivery at checkout
Not offered
Known
Offered for mainland UK
Agreed
·
From launch
Reduce time staff spend on manual order edits
About 10 hours a week
Estimated
·
To agree
hours per week
·
Customer and staff tasks to demonstrate
Task to demonstrate
Who does it
Sample conditions
Expected outcome
Merchandiser publishes a seasonal collection with 40 products
Merchandiser
·
Live without developer involvement
Customer chooses a named delivery day for a sofa
Customer
Large item, mainland UK
·
Customer service edits an order after payment
Customer service
·
·
3. Current environment and constraints
Systems in scope
System
What it does
Status
Criticality
Accounting system
Financial records
Must stay
Important
Warehouse management (3PL)
Picking and dispatch
Must stay
Critical to trading
Product information spreadsheet
Product data
Needs assessment
·
What platform, edition or version and storefront approach do you use today?
Legacy hosted platform (fictional) on a standard plan with a theme from 2019
4. Work packages, scope and exclusions
Work package
Services
Addressed to
Platform
Platform (software)
Ecommerce platform vendors
10 more sections in the full document.
Frequently asked questions
Should a platform RFP name the platforms I am considering?
Only if the shortlist is a fixed constraint. The generator records whether a platform is undecided, shortlisted, selected or open to challenge, and keeps the requirements platform-neutral unless you say otherwise.
How do I compare platforms with different pricing models?
Each vendor completes the same pricing schedule over the same comparison period, with one-off, recurring and usage charges on separate lines. Usage fees are priced against the volume scenarios you supply, and missing prices keep a total marked incomplete.
Does the RFP include implementation?
Only if you add implementation to the work needed. Platform vendors and implementation partners then receive separate documents with the same business context, priced and evaluated separately.