In brief
- A generator maintenance contract should name the equipment, set a service schedule, list what each visit covers and explain how breakdowns are handled.
- It should say who supplies parts and consumables, what report follows each visit and how used oil and filters are disposed of.
- Service intervals are based on running hours and elapsed time, following the manufacturer’s manual.
- Agree load bank testing and the handling of repairs outside the scope before signing.
Why sign a maintenance contract instead of calling for repairs?
A standby generator spends most of its life waiting. Faults develop quietly: a battery loses charge, fuel collects water, a coolant hose hardens. Without scheduled visits, the first sign of trouble is a generator that does not start during an outage.
A maintenance contract turns servicing into a planned activity with a known provider, an agreed scope and a record of every visit. For hospitals, hotels, factories, schools and server rooms, that record also shows auditors and insurers that backup power is being looked after.
Which equipment and sites should the contract list?
Start with a schedule of equipment. For each generator, record the make, model, serial number, rating in kVA, location and current running hours. List the associated equipment too: the automatic transfer switch (ATS) or automatic mains failure (AMF) panel, the fuel tank, the battery charger and any synchronisation or remote monitoring system. If the contract covers several sites, name each one. A clear schedule prevents later arguments about what is covered.
What should the service schedule say?
Manufacturers set service intervals by running hours and by time, whichever comes first. A standby set that runs only a few hours a year still needs time-based servicing, because oil, coolant, fuel and batteries age even when the engine is idle. A prime-power set that runs daily reaches its hour-based intervals quickly and needs more frequent visits.
The contract should state:
- How many visits are made each year, and in which months.
- Which visits are inspections, which are minor services and which are major services.
- Which manufacturer’s schedule the intervals follow.
What should each service visit cover?
Ask for the checklist to be written into the contract. A typical scope looks like this.
| System | Typical checks and tasks |
|---|---|
| Lubrication | Oil level and condition, oil and oil-filter change at the scheduled interval, leak check |
| Fuel | Fuel level, water and sediment drain, fuel-filter change, lines and tank inspection |
| Air intake and exhaust | Air-filter check or change, exhaust leaks, pipework and silencer condition |
| Cooling | Coolant level and condition, radiator, hoses, fan and belt tension |
| Starting | Battery voltage and terminals, charger operation, starter motor |
| Alternator and electrical | Connections, insulation condition, AVR operation, output voltage and frequency |
| Controls | Control panel, alarms, protective shutdowns, ATS or AMF function test |
| Test run | Run under load where possible, with readings recorded |
How should the contract handle breakdowns?
Scheduled servicing reduces breakdowns but does not remove them. The contract should say:
- Which number to call and when it is answered.
- Whether a response time is committed, and how it is measured.
- Whether call-out labour is included or charged separately.
- How parts are sourced and approved, and what happens if a part must be imported.
- Whether a temporary generator can be arranged during a long repair.
Get any response commitment in writing. A promise made on the phone is hard to enforce during an outage.
Which reports should you receive?
Every visit should end with a written service report. It should record the date, running hours, work done, parts replaced, test readings and any defects found, with a recommendation for work outside the scope. Kept together, these reports form the generator’s history. They support warranty claims, audits and the decision to repair, upgrade or replace an ageing unit.
Should load bank testing be part of the contract?
Load bank testing runs the generator against an artificial load to prove that it can carry its rated output. A set that only ever runs lightly loaded may never show that it can pick up the whole site. Many organisations include a load bank test once a year, and after major repairs. If your site cannot be switched over for a real load test, a load bank is the practical way to get the same proof.
Who supplies parts and consumables, and where does the waste go?
State whether filters, oil, coolant and belts are included in the contract price or charged as used. Ask for genuine or manufacturer-approved parts, and say so in the contract. Used oil, filters and coolant are hazardous waste, so the contract should make the provider responsible for removing them and disposing of them properly.
What decides the price of a maintenance contract?
No two contracts cost the same. The price depends on the size and number of generators, their age and running hours, how far the sites are from the provider, the number of visits and whether parts, breakdown cover and load bank testing are included. Ask bidders to price the same scope, so that the quotes can be compared line by line.
What should you check before you sign?
- Equipment schedule with serial numbers and running hours.
- Number and type of visits each year.
- Written checklist for each type of visit.
- Breakdown procedure, contact number and any response commitment.
- Parts, consumables and waste disposal: included or extra.
- Service report after every visit.
- Load bank testing: how often, and at whose cost.
- Contract period, review dates and termination terms.
How does Vulfem International maintain generators?
Vulfem International repairs, services and maintains diesel generators for institutions, businesses and homes across Kenya. Its services include preventive maintenance contracts, engine diagnostics, corrective repairs, load bank testing, fuel and cooling system servicing and generator health audits. Read more on the Generator Repair, Service and Maintenance page.
Get a personalised quote
Each maintenance contract is quoted after a review of the generator and how it is used. Message Vulfem International on WhatsApp at +254 739 629 118 or email fmugo@vulfem.com.
Last updated: 5 October 2026.
