2026 RFP DOCSIS 3.1 Final.pdf

Request for Proposals DOCSIS 3.1 Upgrade

Date of Release: October 15, 2025

Proposals are due by: 2:00:00 PM (PST), Friday, November 14, 2025

Contracting Agency: City of Ashland Sole Point of Contact: Chad Sobotka Title: Operations Manager Address: City of Ashland 90 N. Mountain Avenue Ashland, OR 97520 Telephone: (541) 552-2402 Email: chad.sobotka@ashland.or.us mailto:chad.sobotka@ashland.or.us

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TABLE OF CONTENTS

1. PUBLIC NOTICE 3

2. PROPOSAL PROCESS 4

3. SCHEDULE OF EVENTS 5

4. SCOPE OF SERVICES 11

5. PROPOSAL CONTENTS 13

6. PROPOSAL SUBMISSION REQUIREMENTS 15

7. EVALUATION PROCESS 18

8. EVALUATION CRITERIA 19

EXHIBIT A – PROPOSAL SUBMISSION FORM

EXHIBIT B – CERTIFICATE OF COMPLIANCE

EXHIBIT C – GOODS AND SERVICES AGREEMENT

EXHIBIT D – LIVING WAGE

EXHIBIT E – BILL OF MATERIALS (BOM)

EXHIBIT F – NODE MAPS

EXHIBIT G – NODE INVENTORY LIST

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PUBLIC NOTICE:

DOCSIS 3.1

Proposals are due by 2:00:00 PM (PST), Friday, November 14, 2025

The City of Ashland is requesting proposals from companies interested in providing DOCSIS 3.1 equipment and installation services to upgrade approximately half of our legacy DOCSIS 3.0 nodes.

The successful proposers will be required to have a thorough knowledge and understanding of DOCSIS (Data Over Cable Service Interface Specifications) technologies, upgrading DOCSIS

3.0 plants to 3.1, Remote Phy, and node sweeping and balancing.

This Request for Proposal (RFP) is intended to provide interested proposers with sufficient information to prepare and submit a proposal for consideration by the City.

The Request for Proposals is available online at www.ashlandoregon.gov and www.oregonbuys.gov. To access on the city website, open the City’s website, click Business along the top and click on “Proposals, Bids and Notifications”. To access on, OregonBuys, open the OregonBuys website and search for the bid solicitation number which will become available October 15, 2025.

In accordance with AMC Section 2.50.080, competitive sealed proposals may be available online or issued in hard copy. Individuals that obtain the solicitation materials electronically are responsible for regularly checking for instructions, addenda, and related materials.

Deadline for submitting questions is 5:00:00 PM (PST), Friday, October 31, 2025.

Sealed proposals may be submitted online via OregonBuys, email, or in hard copy but must be received by 2:00:00 PM (PST), Friday, November 14, 2025. The proposals will be opened at 2:00:00 PM (PST), Friday, November 14, 2025, and the City will record and make available the identities of the proposers. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award has been issued.

Proposals must be addressed and delivered to:

Keanna Khlafallah Financial Analyst & Purchasing Specialist 20 East Main St Ashland, OR 97520 purchasing@ashland.or.us, Tel: 541-552-2009 http://www.ashlandoregon.gov/ http://www.oregonbuys.gov/ mailto:purchasing@ashland.or.us

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DOCSIS 3.1

October 15, 2025

ORS 279B.060(2)(c) PURPOSE OF REQUEST FOR PROPOSALS The City of Ashland is requesting written proposals from companies interested in upgrading half of AFN’s nodes to Remote PHY DOCSIS 3.1 high-split.

The successful proposers will be required to have a thorough knowledge and understanding of DOCSIS (Data Over Cable Service Interface Specifications) technologies, upgrading DOCSIS

3.0 plants to 3.1, Remote Phy, and sweeping and balancing.

The City will award a single contract resulting from this RFP in accordance with the evaluation process and criteria set forth in this RFP.

This Request for Proposal (RFP) is intended to provide interested proposers with sufficient information to prepare and submit a proposal for consideration by the City.

ORS 279B.060(2)(b) SOLE POINT OF CONTACT Information, correspondence, and questions pertaining to this Request for Proposals (RFP) shall be ONLY directed to:

Name: Chad Sobotka Title: Operations Manager Address: City of Ashland 90 N. Mountain Avenue, Ashland, OR 97520 Telephone: 541-552-2402 Email: chad.sobotka@ashland.or.us

This person is the sole point of contact during the entire RFP process including clarification and/or protest of specifications, method of bidding, the evaluation and award process, and/or other questions that may arise. The RFP documents may be reviewed upon request by contacting the designated sole point of contact listed above.

mailto:chad.sobotka@ashland.or.us

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OAR 137-047-0260(2)(a)(C) OPENING DUE DATE AND TIME

Proposals must be received prior to the scheduled opening. The opening is scheduled for the following due date and time:

Proposals are due by: 2:00:00 PM (PST), Friday, November 14, 2025

The proposal must be addressed to the designated sole point of contact and received prior to the due date and time. Proposals received after CLOSING are considered LATE and will NOT be accepted for evaluation. Late proposals will not be considered.

OAR 137-047-0260(2)(c)(A) SCHEDULE OF EVENTS

ACTIVITY DATE

Request for Proposals Released October 15, 2025

1st Public Notice October 15, 2025

Deadline for Submitting Questions 5:00:00 PM (PST), Friday, October 31, 2025

RFP Protest Period Ends 5:00:00 PM (PST), Friday, October 31, 2025

DUE DATE AND TIME

(Note: Proposals must be received prior to the due date and time.)

2:00:00 PM (PST), Wednesday, November 14, 2025 Location: City of Ashland, IT Offices 90 N. Mountain, Ashland, OR 97520

Evaluation Process November 14 – November 28, 2025

Contract Recommendation Upon completion of evaluation process

Notice of Intent to Award Announcement (7) Days prior to executing contract

Award Protest Period Ends (7) Days after Notice of Intent to Award is released Contract Recommendation

Presented to City Council for Final Approval December 15, 2025

Contract Award Upon Council Approval and

(7) Days after the Notice of Intent to Award Announcement

NOTE: This is a tentative schedule and is provided as a courtesy to potential proposers. The actual schedule may vary from that provided without notice to potential proposers. Any changes made to the closing date of the RFP will be made in the form of an addendum and mailed to all potential proposers who have received RFP documents.

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QUESTIONS AND REQUESTS FOR ADDITIONAL INFORMATION:

All potential proposers are encouraged to ask questions and request additional information that will aid in the clarification of the RFP requirements. Questions and requests for information will be promptly considered, and written responses will be provided in the form of a written addendum and posted on the City’s website.

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered via email or via OregonBuys to the Sole Point of Contact identified on page 4 of the RFP

• Reference the name of the RFP

• Identify the proposer’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the schedule

OAR 137-047-0260(2)(a)(F) Addenda The provisions of this RFP cannot be modified by oral interpretations or statements. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of the RFP. Proposers should request clarification. If inquiries or comments by proposers raise issues that require clarification by the City, or the City revises any part of this RFP, addenda will be provided in the form of a written addendum and posted on the City’s website. Receipt of an addendum must be acknowledged by signing and returning it with the proposal. Addenda will be issued within a reasonable time to allow prospective proposers to consider the addenda in preparing their proposals. Unless a different deadline is set forth in the addendum, a proposer may submit a request for change or protest by the close of the next business day after the issuance of the addendum, or up to the last day the RFP Protest Period ends, whichever date is later. If the date established in the previous sentence falls after the RFP Protest Period ends, the City will consider a request for change or protest to the addendum only. Addenda shall not be issued less than 72 hours before the closing unless the addendum also extends the closing.

ORS 279B.405 Protest Solicitation Process A prospective proposer for a public contract solicited under ORS 279B.055, 279B.060 or 279B.085 may file a protest with the City if the prospective proposer believes that the procurement process is contrary to law or that a solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name. If a prospective proposer fails to timely file such a protest, the prospective proposer may not challenge the contract on grounds under this subsection in any future legal or administrative proceeding. If the protest is received at least 10 days prior to bid closing and meets the requirements of ORS 279B.405, the City shall consider the protest and issue a decision in writing. Otherwise, the City shall promptly notify the prospective proposer that the protest is untimely or that the protest failed to meet the requirements and give the reasons for the failure.

The City shall issue a decision on the protest no fewer than three business days before proposals are due, unless a written determination is made by the City that circumstances exist that justify a shorter time limit.

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Protests must:

• Be delivered to the Sole Point of Contact identified on page 4 via email, facsimile, through OregonBuys, or hard copy

• Reference the name of the RFP

• Identify prospective proposer’s name and contact information

• Be sent by an authorized representative

• State the Reason for the protest, including:

o the grounds that demonstrate how the procurement process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based

• State the proposed changes to the RFP provisions or other relief sought

• Protests to the RFP must be received by the due date and time identified in the schedule

• Protests to addenda must be received by the close of the next business day after the issuance of the addendum, or up to the last day the RFP Protest Period ends, whichever date is later.

OAR 137-047-0440 Pre-Closing Modification or Withdrawal of Offers A proposer may modify its proposal in writing prior to the closing in accordance with OAR 137-047-0400, OAR 137-047-0410 and OAR 137-047-0440. Any modification must include the proposer’s statement that the modification amends and supersedes the prior proposal. A proposer in accordance with OAR 137-047-0440 may withdraw its proposal by written notice submitted on proposer’s letterhead, signed by authorized representative of the proposer, and delivered to the individual and location specified in the solicitation document prior to closing.

OAR 137-047-0460 Late Offers, Late Withdrawals and Late Modifications Any proposal received after closing is late. A proposer’s request for withdrawal or modification of a proposal received after closing is late. An Agency shall not consider late proposals, withdrawals or modifications except as permitted in OAR 137-047-0470 or 137-047-0262.

Proposal Acceptance Proposals that do not address all areas requested by this RFP may be deemed non-responsive and may not be considered for any possible contract awarded resulting from this RFP.

ORS 279B.060(2)(e) Cancel, Reject or Delay Procurement The City of Ashland may cancel the procurement, reject in whole or in part any or all proposals, or suspend or delay the procurement in accordance with ORS 279B.100 when it’s in the best interest of the City of Ashland as determined by the City of Ashland. In no event shall the City of Ashland have any liability for the cancellation, rejection, or suspension of a solicitation or award. The proposer assumes the sole risk and responsibility of all expenses connected with the preparation of its proposal.

Collusion By submitting a proposal, proposer certifies that no officer, agent, or employee of the City of Ashland has a monetary interest in this proposal; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer and that the proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or company.

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Disputes In case of any doubt or differences of opinions as to the items or services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of the City of Ashland shall be final and binding upon all parties.

Clarification of Responses The City of Ashland reserves the right to request clarification of any item in any proposal, or to request additional information necessary to properly evaluate a proposal.

References The City of Ashland reserves the right to investigate any and all references and the past performance information provided in the proposal with respect to proposer’s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of employees and workers.

Recyclable and Recycled Products Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this RFP.

ORS 279A.125 The City shall give preference to goods that are certified to be made from recycled materials if the recycled product is available, meets applicable standards, can be substituted for a comparable non- recycled product; and the recycled products costs do not exceed the costs of non-recycled products by more than five percent, or a higher percentage if a written determination is made by the City.

ORS 282.210 All printing, binding and stationery work done for the City shall be performed within the State of Oregon.

ORS 279B.060(2)(g) If required under ORS 468A.710, the contractor or subcontractor is required to possess an asbestos abatement license.

AMC Chapter 3.12 Living Wage If the contract exceeds $27,163 the Contractor will be required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage to applicable employees, as defined in this chapter, performing work under this contract and to any applicable subcontractor who performs 50% or more of the service work under this contract.

The Living Wage is $19.44 per hour effective June 30, 2025, and increases annually every June 30 by the Consumer Price Index. In calculating the living wage, employers may add the value of health care, retirement, 401K and IRS eligible cafeteria plans (including childcare) benefits to the amount of wages received by the employee. It is the responsibility of the proposer to review and comply with the Living Wage ordinance requirements, which can be viewed online at www.ashlandoregon.gov.

*** The Living Wage is $19.44 per hour effective June 30, 2025 *** (Increases annually every June 30 by the Consumer Price Index) http://www.ashlandoregon.gov/

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ORS 279B.060(6)(a) Opening Procedures Notwithstanding ORS 192.410 to 192.505, proposals may be opened in a manner to avoid disclosure of contents to competing proposers during, when applicable, the process of negotiation, but the City of Ashland shall record and make available the identity of all proposers as part of the City’s public records after the proposals are opened.

Notwithstanding ORS 192.410 to 192.505, proposals are not required to be open for public inspection until after the notice of intent to award a contract is issued. The fact that proposals are opened at a meeting, as defined in ORS 192.610, does not make the contents of the proposals subject to disclosure, regardless of whether the public body opening the proposals fails to give notice of or provide for an executive session for the purpose of opening proposals.

OAR 137-047-0260(2)(a)(E) Certification of Nondiscrimination Proposer to certify that the proposer has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining a required subcontract. The Certificate of Compliance attached as Exhibit B, is required to be signed and included with your proposal.

ORS 279B.060(6)(b) Proprietary Information (Trade Secrets) Notwithstanding any requirement to make proposals open to public inspection after the City of Ashland’s issuance of a notice of intent to award a contract, the City of Ashland may withhold from disclosure to the public materials included in a proposal that are exempt or conditionally exempt from disclosure under ORS 192.501 or 192.502.

All proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505).

The scope of services and cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each proposer to consult with its own legal counsel regarding disclosure issues.

If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

If applicable, the proposer shall submit a redacted version of its proposal if the proposal being submitted in response to this RFP contains trade secrets.

ORS 279B.060(13) Notice of Intent to Award a Public Contract The City of Ashland shall provide written notice of its intent to award to all proposers pursuant to ORS 279B.135 and OAR 137-047-0610 at least seven (7) days before the award of the contract, unless the City determines that circumstances justify prompt execution of the contract, in which case the City may provide a shorter notice period.

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ORS 279B.060(14) Contract Award The City of Ashland shall award the contract to the responsible proposer whose proposal the City of Ashland determines in writing to be the most advantageous to the City of Ashland based on the evaluation process and evaluation factors described in this Request for Proposals, and any applicable preferences described in ORS 279A.120, ORS 279A.125 and ORS 279A.128 and, when applicable, the outcome of any negotiations authorized by this Request for Proposals. Other factors may not be used in the evaluation. In addition, any other public agency wishing to use the resulting contract may be authorized by mutual consent of the City of Ashland and the contractor.

ORS 279B.410 Protest of Contract Award A proposer may protest the award of a public contract or notice of intent to award a public contract if the proposer is adversely affected because the proposer would be eligible to be awarded the public contract in the event that the protest were successful. The written protest shall specify the reasons for the protest pursuant to ORS 279B.410(1)(b) and be delivered to the sole point of contact named in the RFP within seven days after issuance of the Notice of Intent to Award a contract. The City shall consider and respond in writing to a protest in a timely manner.

ORS 279B.060(2)(h) Contractual Terms and Conditions The proposer selected by the City of Ashland will be expected to enter into a written contract in the form attached to this RFP. This RFP and the contents of the proposal of the successful proposer will become contractual obligations if a contract is executed. The proposal should indicate acceptance of the City of Ashland’s contract provisions or suggest reasonable alternatives that do not substantially impair the City of Ashland’s rights under the contract. The proposer may also propose contractual terms and conditions that relate to subject matter reasonably identified in this Request for Proposals.

The City of Ashland reserves the right to negotiate the contractual terms and conditions proposed as alternatives by the proposer. If inclusion of any of the City of Ashland’s contract provisions will result in higher costs for the services, such costs must be specifically identified in the proposal. Unconditional refusal to accept the contract provisions proposed by the City of Ashland without offering acceptable alternatives may result in the disqualification of the proposal.

Insurance Certificates The Contractor will be required to provide and maintain ALL required insurance certificates, and provide current Certificates of Insurance, including the City of Ashland endorsed as the additional insured, to the City prior to any lapse of insurance coverage.

Additional Terms

The City of Ashland reserves the right to waive irregularities or deficiencies in a proposal if the City of Ashland determines that waiver is in the best interest of the City of Ashland.

The City of Ashland may request supplemental written information from a proposer concerning the proposer’s ability to perform the services. If a proposer fails to provide supplemental information within the time stated in the request, the City of Ashland may refuse to consider the proposer’s proposal.

The City of Ashland may request an interview with any proposer. If a proposal is unclear, or appears inadequate, the proposer may be given an opportunity in the interview to explain how the proposal complies with the RFP.

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The City of Ashland reserves the right to make such investigation it deems appropriate to determine whether a proposer is qualified to provide the services. If a proposer fails to cooperate with an investigation, or if a proposer provides false, misleading or incomplete information, the City of Ashland may refuse to consider the proposer’s proposal.

In cases of doubt or differences of opinion concerning the interpretation of this RFP, the City of Ashland reserves the exclusive right to determine the intent, purpose and meaning of any provision in this RFP.

SCOPE OF SERVICES

The City of Ashland is requesting written proposals from companies interested in upgrading approximately half of AFN’s DOCSIS 3.0 nodes to DOCSIS 3.1.

The successful proposers will be required to have a thorough knowledge and understanding of DOCSIS (Data Over Cable Service Interface Specifications) technologies, upgrading DOCSIS

3.0 plants to 3.1, Remote Phy Devices (RPD), sweeping and balancing, and cable plant design and troubleshooting.

The scope of this project includes the following:

• Review node maps and verify node design

• Purchase 20 DOCSIS 3.1 high-split Remote PHY Devices (RPD)

• Purchase 140 high-split mini-bridgers

• Purchase 150 high-split line extenders

• Installation of the new nodes, mini-bridgers, and line extenders

• Assisting with the configuration of the RPDs

• Sweeping and balancing the upgraded nodes

Remote PHY DOCSIS 3.1 Nodes

AFN will be purchasing twenty (20) DOCSIS 3.1 nodes and is requesting quotes for the Harmonic Ripple Remote PHY Device (RPD). RPDs must support DOCSIS 3.1 high-split. Our current plant frequency upper limit is 870 MHz and many of our passive plant devices (e.g., taps and mainline splitters) only support frequencies up to 870 MHz. We do not offer video or phone services. For the complete Bill of Materials (BOM), please refer to Exhibit E.

Outside Plant Active Devices

In addition to the 20 remote PHY nodes, we will be replacing all active devices. Please include a quote for 140 mini-bridgers and 150 line extenders. The mini-bridgers and line extenders must be compatible with our existing housings (CommScope MB870 and BLE870) and must support high-split. For the complete Bill of Materials (BOM), please refer to Exhibit E.

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Active Device Design, Configuration, Installation, and Testing

AFN is requesting design and installation services for the RPDs and other active devices. The successful proposer must have extensive experience with upgrading production DOCSIS networks with minimal downtime. Our plant utilizes sub-split from 5 – 42 MHz. With the upgrade to 204 MHz high-split, sections of our plant may need to be reconfigured to accommodate amp spacing changes and/or line equalizer changes. Passive devices may also need to be changed (e.g., taps and mainline splitters). We are also requesting assistance with the configuration of the RPDs. Please see Exhibit F for a map of each node and Exhibit G for an inventory list of each node. Delivery of as-built node drawings are required.

Sweep, Balance, and Testing

After each node has been upgraded, they must also be swept and balanced. This will include ensuring proper alignment and signal levels across the new frequency ranges, conduct signal leakage monitoring, verify service functionality (modem connectivity and speed tier validation).

Delivery of per node sweep documents are required.

Other

Please include optional or additional services, equipment, and/or components which may not be included in this RFP that would be beneficial to this project. AFN will provide at minimum one field tech to assist with field work. AFN will be responsible for noise mitigation from the tap to the modem.

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PROPOSAL CONTENTS

The proposal must contain and be organized in accordance with this section titled Proposal Contents. Proposals shall provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Submissions of technical literature, display charts, or other supplemental materials are the responsibility and within the discretion of the proposer. The proposer assumes the sole risk and responsibility of all expenses connected with the preparation of its proposal.

TECHNICAL PROPOSAL

Letter of Introduction

Include a letter of introduction addressed to Chad Sobotka, AFN Operations Manager, and signed by a person legally authorized to bind the proposer to its proposal. The letter will introduce the company and include the company name, principal contact name, physical address, mailing address, telephone number, fax number, and email address. The letter of introduction may also introduce the proposal and summarize the key provisions of the proposal.

Table of Contents

Include a clear identification of the material by section and by page number.

Proposal Form

Complete and include the Proposal Submission Form attached as Exhibit A.

Experience and Qualifications

Describe in detail the proposer’s experience with DOCSIS 3.1 Remote PHY Devices

(RPD) technology, with an emphasis on Harmonic equipment.

Describe in detail your staff experience at upgrading legacy DOCSIS 3.0 plants to DOCSIS 3.1 with Remote PHY.

Describe in detail your staff experience with sweeping and balancing DOCSIS 3.1 nodes.

Implementation Plan

Provide a task schedule and tentative timeline for the following:

o Lead-time and estimated delivery date for DOCSIS 3.1 Remote PHY nodes.

o Lead-time and estimated delivery date for mini-bridgers and line extenders.

o Detailed estimated schedule for Remote PHY node deployment.

o Detailed estimated schedule for node sweeping and balancing.

o Scope of services.

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New Technologies and/or Additional Services

If applicable, include a brief description of any new technologies and/or additional services that are currently available and may be of value to the City. This should include any upgrades to our current meters (Viavi ONX-630D31-4285-1012-NTX and 0NX-620D31-4285-1010-TSX) and/or any additional tools or meters.

References

Provide a minimum of three (3) references your company has performed a similar scope of services. The City reserves the right to verify these references.

Include the following information for each reference:

• Name of company

• Contact name of individual who can verify the account and your performance

• Telephone number

• Email address

• Identify the services provided to the account

Contract Terms and Conditions

The successful proposer will enter into an agreement with the City of Ashland, Oregon, in a form substantially similar to that attached hereto as Exhibit C.

Indicate acceptance of the City’s contract provisions found in the Goods and

Services Agreement attached as Exhibit C or suggest reasonable alternatives that do not substantially impair the City’s rights under the agreement. Some contract terms and conditions may be negotiable.

The Certificate of Compliance attached as Exhibit B, is required to be signed and included with your proposal.

Trade Secrets (if applicable)

If applicable, the proposer shall submit a redacted version of its proposal if the proposal being submitted in response to this RFP contains trade secrets.

IMPORTANT: Proposals become public information after the City releases a Notice of Intent to Award a Public Contract. It is important to submit a fully redacted copy of the proposal if it contains confidential trade secrets. A description of services being acquired by the City and the costs associated with those services are NOT considered confidential information.

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COST PROPOSAL

IMPORTANT: The Cost Proposal is to be submitted separately from the technical proposal in a sealed envelope marked “COST PROPOSAL” per the submission instructions on page 17.

List the line item and total cost for Remote PHY devices.

List the line item and total cost for mini-bridgers and line extenders.

Clearly list and define the scope of services for sweeping and balancing the upgraded nodes.

If applicable, include any potential opportunities for cost discounts and/or savings.

If applicable, fees and/or applicable expenses for new technologies and/or additional services shall be listed separately.

PROPOSAL SUBMISSION REQUIREMENTS

The complete proposal is to be submitted online (OregonBuys), via email, or in hard copy as follows:

TECHNICAL PROPOSAL (hard copy submission only)

One (1) original copy of the complete proposal SIGNED IN INK Three (3) additional color copies of the complete proposal

COST PROPOSAL (hard copy submission only)

Cost proposal must be submitted separately from the technical proposal in a sealed envelope as follows:

TECHNICAL PROPOSAL (OregonBuys or email submission) One (1) copy of the complete signed proposal

COST PROPOSAL (OregonBuys or email submission)

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The complete hard copy proposal, including the additional copies, are to be submitted in a single SEALED ENVELOPE (or box) labeled as follows and received at the following address:

Keanna Khlafallah Financial Analyst & Purchasing Specialist City of Ashland 20 East Main St Ashland, OR 97520

Contents: Request for Proposal

Due by: 2:00:00 PM (PST), Friday, November 14, 2025

Proposals may also be submitted electronically via the OregonBuys website or via email addressed to:

purchasing@ashland.or.us

Please note: Late proposals will not be considered. No exceptions. It is recommended that you request available delivery options for the City of Ashland, Oregon area and verify that your method of shipment will arrive prior to the due date and time.

DUE DATE AND TIME:

The proposals must be received at the designated address listed above by 2:00:00 PM (PST), Friday, November 14, 2025. Late proposals will not be considered. Faxed proposals will not be considered.

Period of Irrevocability Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals will contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

The complete proposal is to be submitted online (OregonBuys), via email, or in hard copy as follows:

TECHNICAL PROPOSAL (hard copy submission only)

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COST PROPOSAL (hard copy submission only) Cost proposal must be submitted separately from the technical proposal in a sealed envelope as follows:

TECHNICAL PROPOSAL (OregonBuys or email submission)

COST PROPOSAL (OregonBuys or email submission)

The complete hard copy proposal, including the additional copies, are to be submitted in a single SEALED ENVELOPE (or box) labeled as follows and received at the following address:

Financial Analyst & Purchasing Specialist City of Ashland 20 East Main St Ashland, OR 97520

Contents: Request for Proposal

DOCSIS 3.1 UPGRADE

Due by: 2:00:00 PM (PST), Friday, November 14, 2025

Proposals may also be submitted electronically via the OregonBuys website or via email addressed to:

purchasing@ashland.or.us

Please note: Late proposals will not be considered. No exceptions. It is recommended that you request available delivery options for the City of Ashland, Oregon area and verify that your method of shipment will arrive prior to the due date and time.

DUE DATE AND TIME:

The proposals must be received at the designated address listed above by 2:00:00 PM (PST), Friday, November 14, 2025. Late proposals will not be considered. Faxed or emailed proposals will not be considered.

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Period of Irrevocability Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals will contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

EVALUATION PROCESS

In accordance with ORS 279B.060 (14), The City shall award the contract to the responsible proposer whose proposal the City determines in writing is the most advantageous to the City based on the evaluation process and evaluation criteria described in this RFP, applicable preferences described in ORS 279A.120, 279A.125 and 279A.128, and, when applicable the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

An evaluation committee appointed by the City of Ashland will evaluate the proposals based on the evaluation criteria established in this Request for Proposals. Each category will be scored with a number of points, up to the maximum number of points assigned to each category. The greater the number of points assigned to a category, the greater the category’s level of importance. Each proposal will be evaluated, scored and then ranked according to the evaluation criteria set forth in this RFP.

After the initial evaluation of the proposals has been completed, the Evaluation Committee may request clarifications. Requests for clarifications will be processed via email by the sole point of contact identified on page 4 of this RFP. No additions, deletions or substitutions may be made to proposals that cannot be termed as clarifications. Proposer’s responses to questions shall restate the question and provide the requested clarification.

The City of Ashland may reject any proposal not in compliance with all prescribed solicitation procedures and requirements and other applicable laws, and the City may reject for good cause any or all proposals upon the City’s findings that it is in the best interest of the City of Ashland.

If only one responsive proposal is received, the City of Ashland reserves the right to negotiate a contract with the sole responsive proposer.

The total points awarded to each proposal will be tabulated and the proposers shall be ranked accordingly. A contract with the proposer deemed to be the highest ranked proposer will then be negotiated. If negotiations with the highest ranked proposer are unsuccessful, the City of Ashland may proceed to the next highest ranked proposer, and so on until a contract is successfully negotiated.

In accordance with OAR 137-047-0260(2)((b)(A)(B)(C), the statement of work will identify the scope of work to be performed under the resulting contract, outline anticipated duties of the contractor and establish the expectations for the contractor’s performance of the resulting contract. The agreed upon tasks will also identify the respective responsibilities of the contractor and City staff.

2026 DOCSIS 3.1 Upgrade RFP, Page 19 of 30

In accordance with ORS 279B.060 (16), the City shall obtain the proposer’s agreement to perform the scope of work and meet the performance standards set forth in the final negotiated statement of work.

The final contract recommendation will then be subject to the approval of the City Council acting as the Local Contract Review Board.

EVALUATION CRITERIA

The proposals will be evaluated according to the following criteria.

EVALUATION CRITERIA POINTS

Letter of Introduction, Table of Contents and Proposal Submission Form (Exhibit A) 5

Experience and Qualifications 15

Sweeping and Balancing plan 20

Node upgrade plan 20

Project timeline 10

New Technologies and/or Additional Services 10

References 10

Certificate of Compliance and Goods and Services Agreement (Exhibit B & Exhibit C) 5

SUBTOTAL 95

Cost Proposal 25

TOTAL 120

EXHIBIT A

October 15, 2025

Proposal Submission Form

The undersigned proposer submits this proposal in response to the City’s Request for Proposals (RFP) for DOCSIS 3.1 Upgrade, released on October 15, 2025. The proposer warrants that the proposer has carefully reviewed the RFP and that this proposal represents the proposer’s full response to the requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the proposer will contract with the City, agrees to the terms and conditions found in the attached contract and RFP or has submitted terms and conditions acceptable to the City, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents.

The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in the contract. Indicate in the affirmative by initialing here: ______

The proposer hereby acknowledges receipt of Addendum Nos. ___, __, ___, ___, ___ to this RFP.

Full legal name of company:

Principle owner’s name:

Business Address:

State and location of company headquarters:

Year business established:

Telephone Number:

Fax Number:

Email Address:

Authorized Signature:

Printed/Typed Name:

Title:

Date:

EXHIBIT B

Certificate of Compliance

Compliance with Oregon Tax Laws:

In compliance with OAR 137-047-0260(2)(e), I hereby attest or affirm under penalty of perjury:

That I am authorized to act on behalf of the proposer in this matter, that I have authority and knowledge regarding the payment of taxes, and that contractor is, to the best of my knowledge, not in violation of any Oregon Tax Laws, as defined in ORS 305.380.

Compliance with Nondiscrimination Laws:

In compliance with ORS 279A.110(4), OAR 137-046-0210(2) and OAR 137-047-0260(2)(a)(E), I hereby attest or affirm under penalty of perjury that I am authorized to act on behalf of proposer in this matter, and to the best of my knowledge the proposer has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining a required subcontract.

Corporate Officer:

By:

Signature

Print Name

Title:

Date:

EXHIBIT C

Goods and Services Agreement

City Information Contractor Information

Firm Name:

Attn: Contact:

Address:

City of Ashland

Ashland, Oregon 97520

Phone: Phone:

Email: Email:

Contract Summary

Procurement Method:

Completion Date:

Contract Amount:

Description of Services:

Supporting Documents: Dated:

Dated:

] herein signify acknowledgment and agreement to this provision, if applicable, or if not sign “N/A”.

The goods and services defined and described in the Supporting Documents shall hereinafter be collectively referred to as “Work.”

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Dated:

Dated:

This Goods and Services Agreement (hereinafter “Agreement”) is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Contractor listed under Contractor Information above, (hereinafter “Contractor”), for the services listed under Description of Services and the Supporting Documents as noted in the Contract Summary above.

This Agreement and the Supporting Documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the Supporting Documents. In the event of conflict between provisions of the Supporting Documents, the Supporting Documents shall be given precedence in the order listed above. The Contractor's initials [_____

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1. Term and Termination

1.1. Term. This Agreement shall be effective from the date of execution on behalf of the City as set forth below (the “Effective Date”) and shall continue in full force and effect until the Completion Date indicated in the Contract Summary on page one of this Agreement unless sooner terminated as provided in Subsection 1.2.

1.1. Time is of the essence. Time is of the essence for Contractor’s performance of each and every obligation and duty under this Agreement. City, by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this Agreement if Contractor fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof.

1.2. Termination

1.2.1. The City and Contractor may terminate this Agreement by mutual agreement at any time.

1.2.2. The City may, upon not less than thirty (30) days’ prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion.

1.2.3. Either party may terminate this Agreement, with cause, by not less than fourteen (14) days’ prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity.

2. Compensation

2.1. City shall pay Contractor the sum listed as the “Contract Amount” in the Contract Summary on page one of this Agreement as provided herein as full compensation for the Work as specified in the supporting documents.

2.2. In no event shall Contractor's total of all compensation and reimbursement under this Agreement exceed the “Contract Amount” listed in the Contract Summary without express, written approval from the appropriate Department Head or City Manager. Contractor acknowledges that any work delivered, or expenses incurred without authorization as provided herein is done at Contractor's own risk and as a volunteer without expectation of compensation or reimbursement.

3. Contractor's Obligations

3.1. Performance. Provide the goods or services as set forth in the Supporting Documents attached hereto and, by this reference, incorporated herein.

3.2. Nondiscrimination. Contractor agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Contractor.

Contractor agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Contractor agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small

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ORS 279A.110.

3.3. Subcontractor Notification. In all solicitations either by competitive bidding or negotiation made by Contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractors of the Contractor’s obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

3.4. Living Wage Requirements. If the amount of this Agreement is $27,163.00 or more, Contractor is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Contractor is also required to post the notice attached hereto as “Exhibit A” predominantly in areas where it will be seen by all employees.

4. Contractor’s Compliance with Tax Laws

4.1. Contractor represents and warrants to the City that:

4.1.1. Contractor shall, throughout the term of this Agreement, including any extensions hereof, comply with:

• All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318;

• Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Contractor; and

• Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions.

4.1.2. Contractor further certifies that contractor is not in violation of any Oregon tax laws referenced in ORS 305.380(4).

4.2. Tax Compliance Breach. Contractor’s failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Contractor’s warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement.

Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement, at law, or in equity.

5. Insurance. Contractor shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Work received hereunder, a policy or policies of liability insurance Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall include:

5.1. Commercial general liability -- with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence and $3,000,000 (three million dollars) in the aggregate for Bodily Injury and Property Damage.

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5.2. Commercial Automobile Liability -- with a combined single limit, or the equivalent of not less than $2,000,000 (two million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired and non-owned vehicles.

5.3. Additional forms: _______________________________ (See Attached)

5.4. Worker’s Compensation. Contractor shall, at its own expense, maintain Worker’s Compensation Insurance in compliance with ORS 656.017, which requires subject employers to provide workers’ compensation coverage for all of its subject workers. As evidence of the insurance required by this Agreement, the Contractor shall furnish an acceptable insurance certificate prior to commencing any Work with limits not less than $500,000.

5.4.1. Workers’ Compensation Exemption: If applicable, Contractor affirms and certifies that it is exempt from providing Workers’ Compensation per ORS 656.027.

Exemption criteria:

Contractor initials if exempt: _________ Date: ___________

6. Additional Insured/Certificates of Insurance. The Contractor shall name the City of Ashland, Oregon, along with its elected officials, officers, and employees, as Additional Insureds on all insurance policies (excluding Professional Liability and Workers’ Compensation) necessary for this Agreement. This inclusion applies solely to the services provided by the Contractor under this Agreement. The Contractor's insurance must be primary and non-contributory. Before commencing work, the Contractor must provide acceptable insurance certificates as proof of the required coverage. These certificates must specify all parties included as additional Insureds, treating each named and additional named insured as if they were covered under separate policies, without increasing policy limits. Insuring companies or entities must be accepted by the City. Upon request, the Contractor must provide complete copies of insurance policies and trust agreements to the City. Additionally, the Contractor must provide an endorsement naming the City, its officers, employees, and agents as additional insureds by the Effective Date of this Agreement, accompanied by approved certificate(s) of insurance.

7. Indemnity. Contractor shall defend, save, hold harmless and indemnify the City and its officers, employees and agents from and against any and all…