New Product Process
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To initiate a new product request to student test, the broker/vendor will email the PBG Executive Director to be invited to complete the NEW PRODUCT REQUEST Form, or use the QR Code. powerbuyinggroup@gmail.com
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Complete all required fields on the form. • The email address provided will be used for all contact on the progress of this product • Be certain the member district has ALREADY agreed to test the product. Members will receive an email from PBG and are required to confirm their interest in the product • Pricing is “ballpark” and will not be used as the submitted price for a PBG price solicitation. • A form that does not have all the required sections completed can not be submitted.
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Click the “Add file” button to attach the files for this specific new product. This is REQUIRED and ALL requested info MUST BE ATTACHED in ONE .pdf file with the product ID# in the file name.
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NOTE: members are to test the product(s) as agreed and submit the completed student testing results form by the stated deadline for new product submission or within 30 days of receiving the samples; whichever comes first.
NOTE: the ONE .pdf of combined files including ALL requested product information will move forward through the process. If after submission the attached file does not have all the required information the vendor will be notified to submit a new form and the previous form will be deleted.
After all required sections have been completed and the product information file has been uploaded click the submit button at the bottom of the form.
PBG New Product Submission Process for Vendors
Brokers and Manufactuers
Business Partners
PBG Members
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Deadline for new product submissions is the last Friday in August.
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The PBG Executive Committee decides on approved requests to be reviewed at the annual Member Meeting.
PBG Members attend the Member meetings to review the new products and provide usage to the Executive Director.
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PBG Executive Committee determines products for price solicitation based on District or Division usage. This process will also be done throughout the year for very unique items.
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Specifications prepared for approved products by the Executive Director.
Purchase Smaart processes pricing solicitations.
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Vendor responds to the Purchase Smaart product pricing solitation.
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Pricing and product submissions are reviewed collaboratively by Purchase Smaart, the Executive Director, and the Bid Committee. Based on this review, award recommendations are finalized and approved by the Executive Committee. Once approved, Purchase Smaart executes contracts with the selected vendor, and the Executive Director updates the product information on the PBG website.
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Following contract award, Purchase Smaart prepares the FAR for newly approved items, including finalized pricing. The Executive Director distributes the FAR to member districts and coordinates the return of completed forms to Purchase Smaart for submission to Sysco. Once processed, products are added to the Customer Master and Sysco updates district order guides as appropriate.
Executive Committe & Purchase Smaart
Purchase Smaart & Sysco
The Power Buying Group follows a structured, multi-step timeline to ensure new products meet quality, compliance, and member needs before being added to ordering systems. The process begins when a member submits a New Product Request Form with all required attachments, following an initial review by the broker or manufacturer and district to confirm no comparable product already exists in the Customer Master. The Executive Director then reviews the request and provides a formal decision on whether the product may proceed to student testing. If approved, PBG coordinates with a member district to conduct student testing, during which the vendor supplies samples. Members must complete the testing and submit results through the online form, with a minimum of 80 percent acceptability required to advance.
Products that successfully complete testing are reviewed by the PBG Executive Committee and, when applicable, presented at the Member Meeting for broader input, with the annual submission deadline set for the last Friday in August. Based on district and division usage, the Executive Committee determines which products move forward for price solicitation, a process that may also occur throughout the year for unique or specialty items. Specifications are prepared, pricing is solicited through Purchase Smaart, and submissions are reviewed by Purchase Smaart, the Executive Director, and the Bid Committee. Final awards are approved by the Executive Committee, after which contracts are executed, product information is updated, and FAR documentation is distributed to member districts. Once completed, products are added to the Customer Master and Sysco updates district order guides accordingly.
New Product Review Process and Key Dates
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New Product Process
Online new product request form submitted via PBG website by broker or manufacturer.
PBG Executive Director reviews the request for like items. An email is sent to member to agree to test the product if the form has been correctly submitted and approved by the Executive Director.
Once the member responds to the product test email and agrees to test, the vendor provides samples to the member. The samples must include Full Case with Prep Instructions.
The member conducts testing and submits the results by email.
Members attend a PBG meeting to sample new items to determine usage. Specs for items with adequate usage, indicated by members are prepared.
Purchase Smaart conducts the Price Solicitation with the Vendor.
Purchase Smaart and the Executive Director will review the product and pricing submissions.
The PBG Executive Committee reviews the recommendations by Purchase Smaart and the Executive Director and decides on awarding the products or not.
The products if approved are then added to the customer master and available to order. Purchase Smaart contracts with the awarded manufacturer.