Assign a stable unit reference
Create a short reference such as GEN-A, GEN-B and GEN-C and use it in your inventory, filenames and correspondence. Link each reference to a readable generator-set serial number. If you use temporary labels for photos, place them only where site staff permit and where they do not cover safety information or equipment plates.
Give every unit a complete row
For each generator, record manufacturer, model, serial, documented kW rating, fuel, hours, condition and location. Leave unknown values visibly unknown. Two units with matching enclosures can have different equipment histories or accessories. Never copy one unit’s hours or test result across the group simply because the machines look alike.
Separate package and individual prices
Ask whether a bidder’s proposal requires buying all units or allows individual selection. Identify any allocation provided for each unit and whether removal is quoted once for the site or separately. A package price divided by the number of generators is only an arithmetic average; it is not evidence that every generator has that value.
Track changes at the unit level
Maintain an availability column so a sold, retained or withdrawn unit cannot remain in a later package by accident. Date each revised inventory and identify changes. Before collection, reconcile the final list against the actual serial plates and included loose items. Keep records of partial pickups so everyone knows what remains on site.