To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Purchase Order with First Databank, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, a purchase order with First Databank, Inc. (FDB) in an amount not to exceed $211,602 for the license of FDB MedKnowledge prescription medication software for Contra Costa Regional Medical Center (CCRMC) and Contra Costa Health Centers for the period from July 1, 2026 through June 30, 2027.
FISCAL IMPACT:
This purchase order will result in expenditures of up to $211,602 and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Since 2011, Contra Costa Health (CCH) has relied on MedKnowledge, the comprehensive drug and device database developed by First Databank (FDB), to support prescribing workflows and strengthen clinical decision‑making. MedKnowledge provides continuously updated, evidence‑based information on prescription and over‑the‑counter medications, supplements, and therapies. Its integration with CCH’s healthcare IT systems enables providers to accurately identify and order medications in alignment with safety standards, clinical protocols, and regulatory requirements, including California’s prescription translation mandate. This integration also enhances patient safety by reducing medication errors, improving accuracy at the point of prescribing, and ensuring clinicians have timely access to the most current drug information.
On September 21, 2021, Board of Supervisors approved agenda item C.52 to execute the Eighth Amendment to License Agreement with First Databank, Inc. and purchase order (#23440) in an amount not to exceed $632,468 to renew MedKnowledge software licenses and support for the period of July 1, 2021 through June 30, 2024.
On November 28, 2023, the Board of Supervisors approved agenda item C.55 to execute (1) an amendment to purchase order #23440 with First Databank, Inc., to increase the payment limit by $20,506 to a new payment limit of $652,974, with no change to the original term of July 1, 2021, through June 30, 2024, and (2) the Ninth Amendment to License Agreement with First DataBank, Inc. to procure additional prescription medication software licenses.
On September 10, 2024 the Board of Supervisors approved agenda item C.127 to execute (1) a purchase order (#31059) with First DataBank, Inc. in an amount not to exceed $237,083, and (2) the Tenth Amendment to License Agreement with First Databank, Inc. to renew prescription medication software licenses for the period of July 1, 2024 through June 30, 2025.
On September 16, 2025 the Board of Supervisors approved agenda item C.43 to execute (1) a purchase order (#33559) with First DataBank, Inc. in an amount not to exceed $202,389 to renew prescription medication software licenses for the period of July 1, 2025 through June 30, 2026.
Delayed submission of the renewal request and receipt of required documentation impacted procurement processing timelines and introduced potential risks to uninterrupted software access. To mitigate future delays, CCH IT Procurement has initiated collaborative efforts with the vendor and internal stakeholders to ensure renewal requests are submitted no fewer than 180 days prior to license expiration.
First Databank, Inc. continues to serve as the sole provider of these essential software licenses, and on June 30, 2026, the County Purchasing Agent authorized continued use of their services for clinical operations.
The County is a party to a software License Agreement, dated July 1, 2011, with First Databank, Inc. for the license of prescription medication software.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, CCH physicians will lose access to the essential drug‑ordering database and software required to prescribe medications for County patients. This would impede compliance with California’s prescription translation requirements and undermine both regulatory obligations and the provision of safe, equitable, high‑quality healthcare.