REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 7, 2026
FROM
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Termination of Contract with Easy Ice, LLC for Commercial Grade Ice Machine Rental and Related Services
End
RECOMMENDATION(S)
Recommendation
Approve termination of Contract No. 23-192 with Easy Ice, LLC, for commercial grade ice machine equipment rental and related services.
(Presenter: Lynn Fyhrlund, Chief Information Officer, 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General funding (Net County Cost). Any continued use of Easy Ice, LLC, services will be contingent upon execution of a new contract processed in accordance with County Policy 11-05, if applicable, and appropriate approval authority and budget availability.
BACKGROUND INFORMATION
A component of the services provided by Innovation and Technology Department (ITD) is data cabling installation fieldwork completed by the Telecommunication Services division. By its nature, a significant portion of this fieldwork is conducted in non-climate-controlled areas. Due to the hot climate of Southern California, this leaves County communications technicians exposed to the heat while performing their duties. Providing these technicians with access to potable ice at the ITD warehouse, at the start of their shift, allows the technicians to prepare ice chests and coolers stored in their utility trucks and provide them with a source of cold beverages while working in non-climate-controlled areas. This mitigates the occupational hazard of performing labor-intensive work in temperatures that routinely exceed 100 degrees Fahrenheit.
On March 14, 2023 (Item 22), the Board approved Subscription Order Form and Subscription Terms and Conditions, including non-standard terms, with Easy Ice, LLC (Easy Ice) under Contract No. 23-192 (Contract) for an amount not to exceed $28,000, for the period of beginning March 14, 2023, through March 13, 2026, thereafter, automatically renewing monthly until terminated by either party.
The total not-to-exceed contract amount approved under Contract No. 23-192 has been utilized. Depending on the annual dollar amount, new contracts may be submitted for approval through the County Policy 11-05 approval process, as the terms are governed by California law. Future Easy Ice orders are anticipated to meet the threshold for County Policy 11-05. Any new Easy Ice contract would supersede and replace the Contract, and therefore, termination of the current Contract is recommended.
PROCUREMENT
Not Applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on March 10, 2026; Purchasing (Joni Yang, Buyer III, 387-2463) on March 13, 2026; Risk Management (Stephanie Pacheco, Staff Analyst II, 386-9039) on March 11, 2026; and County Finance and Administration (Ivan Ramirez, Administrative Analyst, 387-4020) on March 17, 2026.