Assortment planning system RFP checklist: 25 questions for retailers

Selecting an AI-powered assortment planning system requires retailers to ask the right questions during the request for proposal process. Merchandisers evaluating vendors should focus on five core areas: data requirements and integration capabilities, forecasting methods and accuracy, system flexibility and scalability, pricing and implementation costs, and training and ongoing support. The 25 questions below provide a framework for comparing platforms and ensuring the chosen solution aligns with business objectives.

What data does the system require and how does it integrate?

Data is the foundation of any AI-powered assortment planning tool. Retailers should ask vendors which data sources the system needs to function effectively, including historical sales, inventory levels, customer demographic information, competitive pricing and market trends. Integration with existing technology infrastructure is equally important. Questions should cover compatibility with enterprise resource planning systems, point of sale platforms, warehouse management software and e-commerce backends.

• What types of historical data are required and how many seasons back should be available?
• Can the system integrate with our current ERP, POS and inventory management platforms?
• Does the platform support real-time data feeds or batch updates?
• How does the system handle missing or incomplete data?
• What third-party data sources does the platform incorporate, such as weather or market trends?

How accurate are the forecasting methods?

Forecast accuracy directly impacts inventory efficiency and profitability. Retailers need clarity on the AI models vendors employ, how those models are trained and validated, and what level of accuracy they can expect. Vendors should be able to articulate their approach to demand forecasting, whether rule-based, machine learning-driven or a hybrid methodology. Understanding how the system accounts for seasonality, promotional activity and new product introductions is essential.

• What forecasting techniques does the platform use and how are models trained?
• What is the typical forecast accuracy rate and at what level of granularity?
• How does the system handle seasonal peaks, promotional events and markdown periods?
• Can the platform forecast demand for new products with limited sales history?
• How frequently are forecasts updated and can users override predictions?

Does the system support product attributes and store-level planning?

Assortment planning extends beyond category-level decisions to encompass product attributes such as colour, size, style and price point. Retailers should confirm that vendors can support planning at the stock-keeping unit level and allocate inventory across individual stores or regions based on local demand patterns. Store clustering capabilities, which group locations with similar customer profiles, enable more precise assortment strategies.

• Can the platform plan assortments at the SKU level, including size and colour?
• Does the system support store-level or cluster-level planning?
• How does the tool account for regional preferences and local market conditions?
• Can users create multiple assortment scenarios for different store formats?
• Does the platform recommend optimal stock levels for each location?

What are the costs and implementation timelines?

Pricing models for assortment planning systems vary widely, from subscription-based software as a service to perpetual licences with annual maintenance fees. Retailers should ask vendors for transparent cost breakdowns, including implementation, customisation, training and ongoing support. Understanding the typical deployment timeline helps organisations allocate resources and set realistic expectations for when the system will be operational.

• What is the pricing structure and are there additional fees for modules or users?
• How long does a typical implementation take from contract signing to go-live?
• What customisation options are available and at what cost?
• Are there charges for software updates or ongoing maintenance?
• What is included in the base price versus optional add-ons?

What training and support does the vendor provide?

Even the most sophisticated assortment planning tool delivers little value if merchandisers cannot use it effectively. Retailers should evaluate the quality and availability of vendor training programmes, user documentation and technical support. Questions should address onboarding processes, the availability of dedicated account managers, response times for technical issues and whether the vendor offers continuous education as new features are released.

• What training is provided during implementation and is it included in the contract?
• Does the vendor offer ongoing education and certification programmes?
• What support channels are available and what are the response times?
• Is there a dedicated account manager or customer success team?
• How does the vendor handle software updates and communicate new features?

How does the platform handle scenario planning and markdown optimisation?

Advanced assortment planning systems enable retailers to model different scenarios, such as shifts in consumer preferences, supply chain disruptions or competitor actions. The ability to simulate outcomes before committing to an assortment strategy reduces risk and improves decision-making. Markdown optimisation capabilities, which recommend when and how deeply to discount slow-moving inventory, help protect margins while clearing stock efficiently.

Retailers should ask vendors whether their platforms support what-if analysis, how quickly scenarios can be generated and whether the system provides actionable recommendations. Understanding the extent to which the tool can automate markdown decisions versus requiring human oversight is important for aligning the technology with existing workflows and governance structures.