Replacement with more environmentally-friendly vehicles

  • Services
  • Engine Technology and Fuels


Requirements and Criteria Type: 
  • Contract Terms

Main Objective: 

The main purpose is to facilitate the lowest possible amount of air pollution and greenhouse gas emissions throughout the contract period. The condition regulates under what circumstances during the contract period one is allowed and has an opportunity to replace vehicles in order to achieve more environmentally-friendly waste collection. 

Requirement Specification: 

Supplier's right to replace vehicles
The supplier may replace vehicles with more environmentally-friendly vehicles at no cost as long as that the new vehicle will fulfil the purpose of the procurement, with the agreed service requirements, and as long as the replacement does not significantly change the contract. "More environmentally friendly" means vehicles utilising a technology with lower environmental and greenhouse gas emissions than the current vehicles [cf. Difi’s evaluation table (see the award criterion Emissions from Vehicles)].

Supplier's notification duty
The Supplier shall notify the contracting authority before replacing vehicles. The contracting authority may not refuse this without a valid reason. The supplier shall notify the contracting authority of any insurance cases involving the vehicles and equipment used in the contract prior to taking steps to carry out repairs or replacements.

The contracting authority's right to dialogue on vehicle replacement
The contracting authority may enter into dialogue with the supplier to replace vehicles with more environmentally-friendly vehicles when the existing vehicle breaks down or must be repaired.

The cost shall be allocated to the contracting authority and the supplier, and for the contracting authority it shall constitute a proportionate part of the surcharge for a new vehicle, based on the remaining portion of the contract period without options.

The surcharge (total for all potential replacements) shall not constitute a significant contract change. The surcharge shall not exceed the applicable EEA threshold, and it shall not exceed 10 per cent of the original contract value (cf. Sections 11-2 and 28-1 of the Procurement Regulations).

The surcharge that is negotiated shall reflect the parties’ advantages and disadvantages from replacing a vehicle with a vehicle that has low-emission or zero-emission technology, related to the purchase price and operating and maintenance costs (life cycle costs). It is a prerequisite that only costs related to the portion of the life of the vehicle that is relevant to the contract be included in the negotiations (for example, only that part of the purchase price that will be written down during the contract period and not the years when the vehicle will be used for other operations, and only the operating and maintenance costs for the years in which the vehicle will be used in the current contract. All the amounts shall be exclusive of value added tax.

[The surcharge that is to be the subject of the negotiations shall concern: Surcharge = (Purchase price for a new vehicle – amount of insurance that covers compensation for the old vehicle) + (operating costs for the new vehicle – operating costs for the old vehicle) + (maintenance costs for the new vehicle – maintenance costs for the old vehicle)].

Documentation of the Requirement Specification: 

No documentation is necessary.  

Information about the Requirement Specification: 

A contract period for the collection of household waste typically lasts for five years from the start of collection, and the contracting authority has a unilateral right to extend the contract by one year plus one year (5+1+1) (see NS 9430:2013). In other words, you can expect a significant development in engine technology and fuels during a contract period. It is therefore appropriate to facilitate the potential replacement of vehicles with more climate and environmentally-friendly variants when situations defined in the formulation of the requirement arise. 

Useful to combine with

  • Requirement specification Emissions from Vehicles
  • Award criterion Emissions from Vehicles


Related links: 

Published: 28. Sep 2018, Last modified: 31. May 2019