AR/XR initiatives rarely fail because of devices. They fail because the ecosystem around them, and the way people actually learn, is an afterthought. Pilots get stranded when logistics, device management, 3D content creation, support models, data residency, and security controls are layered on late instead of designed into the RFP from the start. This checklist gives IT, Operations, and Procurement a shared framework for capturing the full lifecycle of AR/XR hardware, spatial content, and managed services so every vendor can be evaluated for scale, security, total cost of ownership, and real on-the-job learning impact.

Why this AR/XR RFI/RFP checklist?

Use this checklist to: 

  • Capture the full device and modality picture 
    - Go beyond “which headset” to cover smartphones, tablets, smart glasses, wearables, kiosks, and any other endpoints you’ll use for AR-enabled training, guidance, and collaboration. 

  • Derisk logistics and lifecycle management 
    - Specify expectations for warehousing, kitting, shipping, installation, cleaning/sanitization, repairs, replacements, and refresh cycles—with clear SLAs and ownership at every stage. 

  • Align IT, Security, and Operations from day one
    -Bake in requirements for identity and access management, MDM/EMM enrollment, network and bandwidth needs, data residency, and compliance reviews so security isn’t a late blocker. 

  • Account for 3D and spatial content creation
    - Ensure vendors can support or integrate 3D model pipelines, digital twins, and spatial content workflows that match how your teams actually learn and work in the field or on the floor. 

  • Evaluate managed services and ILaaS options
    - Compare providers on their ability to deliver hardware, logistics, support, and even content as a service, so you’re not forced to build and run an XR supply chain on your own. 

What’s inside the checklist?

  • Sectioned requirements for: 
    - Device portfolio and OEM relationships
    - Logistics, lifecycle, and ILaaS/managed services
    - Security, privacy, and data residency
    - Integration with MDM/EMM, collaboration, and analytics platforms 
    - 3D and spatial content support and partnerships
    - Scalability across sites, regions, and use cases 

  • “Questions to ask” vendors, including non-negotiables such as: 
    - Who is responsible for shipping, storage, sanitization, and repair—and under what SLAs? 
    - How will devices be enrolled, monitored, and updated within our existing MDM/EMM stack?
    - How do you handle data residency and access control for recordings, annotations, and IoTlinked content? 
    - What options exist for 3D/digital twin content creation, optimization, and ongoing maintenance? 

  • A weighted scoring model so IT, Operations, and Procurement can: 
    - Score vendors independently across sections. 
    - Apply hard thresholds for security, compliance, and lifecycle readiness. 
    - Arrive at a defensible recommendation backed by consistent criteria.

Who should use it?

  • IT and Security leaders defining standards for AR/XR devices and platforms

  • Operations and Field leaders planning deployments across sites and regions

  • Procurement teams running RFIs/RFPs for AR/XR hardware, logistics, and managed service

  • Learning and Enablement teams who need AR/XR to support real workflows, not oneoff demos