FY 26 USAFA Herbarium Digitization Project
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The United States Air Force Academy (USAFA) is conducting a Sources Sought for a Total Small Business Set-Aside requirement for the FY 26 USAFA Herbarium Digitization Project. This initiative seeks to digitize approximately 1,800-2,400 herbarium specimens to enhance global accessibility, preserve fragile physical collections, and enable large-scale biodiversity research. The government anticipates a firm-fixed price contract. Responses are due by June 25, 2026, at 10:00 AM MST.
Scope of Work
The requirement is for a complete, end-to-end digitization service for the USAFA Department of Biology Herbarium. This includes creating high-quality, research-ready digital surrogates paired with structured, searchable metadata. The project aims to make irreplaceable plant collections virtually accessible for scientific and educational purposes.
Salient Characteristics & Requirements
- Collection Handling: Implement a barcoding system for tracking, ensure specimens are returned in original condition, and use trained technicians wearing gloves in clean workstations.
- Digitization Equipment: Utilize photographic-based imaging systems (sheet-fed scanners prohibited) capable of achieving FADGI 4-star image quality metrics. Equipment must be calibrated daily and support custom metadata tagging.
- Digitization Process: Digitize each specimen individually at a minimum reflective resolution of 600 PPI. Technicians must have demonstrated experience in photography and archival handling.
- Metadata & Data Transcription: Provide complete transcription of specimen labels, with data output structured for compatibility with a future online collection portal.
- Facility & Security: Maintain a dedicated, secure, climate-controlled digitization studio (approx. 70°F, 50% RH). Contractors must possess general liability insurance covering the collection and guarantee data security via ISO/IEC 27001 certification.
- Quality Control: Implement a QC plan with automated and manual checks for image quality, cropping, and file naming, with a clear process for recapturing insufficient files.
- Deliverables: Digital files delivered securely (e.g., SFTP) weekly/bi-weekly. Archival files in TIFF format (16-bit uncompressed or 8-bit LZW, Adobe RGB 1998 color profile). Access/derivative files (PDFs, JPEGs) as needed. Images created will belong to the U.S. Air Force Academy.
Contract & Timeline
- Opportunity Type: Sources Sought (Information and Planning Purposes Only)
- Anticipated Contract Type: Firm-Fixed Price
- NAICS Code: 518210 (Size Standard: $40M)
- Set-Aside: Total Small Business Set-Aside
- FOB: Destination to USAF Academy, CO 88040
- Response Due: June 25, 2026, 10:00 AM MST
- Published: June 18, 2026
Response Requirements
Interested parties should submit a capabilities package including: Company Name, Point of Contact (Name and contact information), SAM.gov details (UEID/CAGE Code and expiration date), Socio-economic status, and related specifications/capabilities in providing the requirement. Responses should be sent electronically to marissa.morris.4@us.af.mil and melinda.lingley@us.af.mil.