Separate planned surplus from released equipment
Describe the generator as still in service if that is its current state. Identify who can authorize its release and what project milestone must occur first. Do not convert a planned installation date into a guaranteed pickup date without that person’s confirmation.
Prepare the package while access is available
Collect identity photos, available records and condition evidence before the old unit is moved. Confirm which accessories belong to the outgoing package and which will be retained for the new installation. A replacement contractor’s work scope may help identify questions, but should not silently define the sale inventory.
Give bidders a conditional timeline
Provide the anticipated availability window and explain the unresolved dependency in plain language. Ask how long the bid remains valid and what happens if the project shifts. Record whether collection is conditional on written release. Avoid arranging transport based solely on an estimated commissioning date.
Reconfirm at the handover milestone
When the responsible site team confirms release, update the equipment condition, access arrangements and pickup brief. Tell the buyer about changes since the original photos or inspection. Keep preparation, removal and restoration responsibilities consistent with the replacement project so two parties do not each assume the other has arranged the work.