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IVACE 2026: The Mistake of Requesting Three Quotes After the Investment Has Already Been Decided
- 12/10/2026
- Aids
When a company is preparing an investment for IVACE 2026, obtaining three quotations may seem like one of the simplest steps in the application. However, doing so when the machine has already been selected or the order has practically been decided can cause problems. The quotations should not be documents prepared after the fact: they should provide evidence that a genuine comparison took place before any commitment was made.
By Ana González, CEO and Agricultural Engineer – Industrial consultant in energy efficiency and grant management at AGB Ingeniers
It is a situation that can easily arise and one that I come across more often than I should.
The company has been studying a new installation for months. It has spoken with a manufacturer, defined the solution, negotiated the price and has practically decided which equipment it wants to purchase.
Then the time comes to prepare the grant application and the question arises: “Do I now have to request two more quotations?”
The problem is that we may already be too late.
When do three quotations need to be requested?
The General Subsidies Act establishes that, when eligible expenditure exceeds the thresholds corresponding to a minor contract, the beneficiary must request at least three quotations from different suppliers before making the commitment to carry out the works, contract the service or purchase the goods. The regulations provide for exceptions when, due to the special characteristics of the action, there are not enough suppliers available on the market.
The current thresholds for minor contracts are below 40,000 euros for works and 15,000 euros for supplies or services, excluding VAT.
That is why, for a significant industrial investment under IVACE 2026, this requirement should be reviewed from the outset rather than when the application is almost complete.
Three quotations should not simply be three documents to complete the application
For me, this is the most important issue. The objective is not simply to obtain three different PDFs; the objective is to be able to demonstrate that alternatives were genuinely considered before deciding on the investment.
If we are studying the replacement of a compressor, a refrigeration installation or a process machine, the quotations should allow for a reasonable comparison.
They should describe with sufficient clarity aspects such as:
- scope of supply;
- main characteristics of the equipment;
- auxiliary installations included;
- assembly and commissioning;
- features relevant to the project.
It would make little sense to compare a complete solution with another quotation that includes only the machine.
To compare prices, we first need to make sure we are comparing comparable solutions.
Do we always have to choose the cheapest quotation?
Not necessarily. The General Subsidies Act establishes that the selection must be made according to efficiency and economy criteria and requires the decision to be expressly justified when the economically most advantageous proposal is not selected.
And in energy efficiency projects, this can be particularly relevant. Imagine three compressors: one costs less but has poorer performance. Another incorporates a control system that is better suited to the factory's actual demand, while the third includes certain additional features or maintenance conditions. Choosing the more expensive quotation may make sense. But we must be able to explain why that solution is technically more suitable for the project.
It is not about justifying afterwards a decision that had already been made. It is about properly documenting the criteria that led to that decision.
The quotation must also be consistent with the technical report
This is another point I would review. The IVACE technical report describes the action we are going to carry out, the baseline situation and the energy savings we expect to achieve. The call requires the project to generate quantifiable and documentarily justified energy savings and CO₂ reductions.
That is why the quotation and the technical report should not tell different stories.
If the technical report proposes a specific high-efficiency solution, the quotations should make it possible to identify which equipment, features and installations actually form part of the project. The clearer this correspondence is, the easier it will be to understand and defend the application.
Requesting quotations after we have already signed may be too late
There is also another fundamental issue under IVACE 2026. The actions covered by the grant cannot have started before the application is registered, and the eligible period begins from the date of submission.
Therefore, I would not separate two decisions that are closely linked: which solution I am going to contract and when I can commit to it.
If we are preparing an application, it is advisable to review the quotations before accepting offers, formalising orders or entering into commitments with suppliers.
Our approach at AGB Ingeniers
When we assess an investment, we try to make the quotations part of the analysis from the very beginning. First, we define what the industry actually needs. Then we can compare technically coherent solutions, assess their efficiency, determine which items may form part of the eligible investment and prepare the technical report on a much stronger basis.
Because requesting three quotations is easy; making sure those three quotations genuinely help to justify an investment correctly is another matter.
And now timing matters: the IVACE 2026 energy efficiency call closes on 29 October, and the award criterion is based on the time at which the application is submitted.
Frequently asked questions
Do I always need three quotations for IVACE 2026?
Not for every amount. The obligation is linked to the thresholds established by subsidy and procurement regulations, so it must be assessed according to the nature and amount of the expenditure.
Can I choose the most expensive quotation?
Yes, but when the economically most advantageous proposal is not selected, there must be an express justification based on efficiency and economy criteria.
Can I request the other quotations after I have already contracted the investment?
As a general rule, the quotations must be requested before making the commitment, so waiting until the investment has already been decided and contracted may create a problem.
Until when can I submit an IVACE 2026 application?
Until 29 October 2026.