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 $202,389 for the license of FDB MedKnowledge, prescription medication software, for the period July 1, 2025 through June 30, 2026.
FISCAL IMPACT:
This action will result in expenditures of up to $202,389 and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Since 2011, Contra Costa Health (CCH) has relied on MedKnowledge, the flagship drug and device database provided by First DataBank, Inc. (FDB), to support physician prescribing workflows and enhance clinical decision-making. MedKnowledge delivers continuously updated, evidence-based information on prescription and over-the-counter medications, supplements, and therapies. Its integration with healthcare information technology systems enables CCH providers to accurately identify and order medications for County patients in accordance with safety protocols and legal mandates, including California’s requirement for prescription translation.
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 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. The Tenth Amendment to the License Agreement with First Data Bank, Inc. also governs this purchase.
On June 9, 2025, Contra Costa Health (CCH) IT received the renewal request for First Databank, Inc.’s prescription medication software license for Fiscal Year 2025–26. The delayed submission of this request impacted procurement processing timelines and introduced potential risks to uninterrupted software access. To mitigate future delays, 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 August 4, 2025, 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:
Failure to approve this action will prevent CCH physicians from accessing the essential drug ordering database and software needed to prescribe medications to County clients, thereby obstructing legally mandated prescription translations under California law and compromising both regulatory compliance and the delivery of equitable, high-quality healthcare.