Industry: Data Center / IT Infrastructure
Location: Denver Metropolitan Area, Colorado
Service Provided: Cooling System Diagnostic, Account Setup Support, Compliance Preparation
Overview
A regional data center contacted Generator Source after receiving a low coolant alert on their standby generator. With servers, network hardware, and hosted customer environments relying on continuous power, the facility needed immediate support. Generator Source provided rapid diagnostic planning, ensured proper account setup for fueling and service, and coordinated next steps to prevent any risk of downtime.
The Challenge
The data center’s generator displayed a low coolant warning that required immediate attention. Without proper coolant levels and stable cooling performance, the generator risked overheating and shutting down under load. The facility also discovered gaps in documentation, including missing W-9 requirements for diesel delivery, and needed assistance clarifying who previously performed maintenance. These issues created delays and placed the data center at risk during a potential outage.
Our Assessment
Generator Source reviewed the account and confirmed that the data center did not have a W-9 on file, which prevented fuel delivery due to federal excise tax requirements. The coordinator helped identify the correct stakeholders, provided onboarding documents, and clarified the account setup steps needed before future fueling. Simultaneously, the team created a service ticket for the low coolant alert to ensure that a technician could be dispatched quickly once documentation and scheduling were aligned.
The Solution
The service coordinator initiated the account setup process, sent the required W-9 form and billing instructions to the appropriate data center contacts, and gathered the information needed for compliant fuel delivery. A service order was created for the coolant inspection, with scheduling to occur as soon as parts and technician availability were confirmed. Generator Source also ensured both the facilities team and the operations manager had visibility into the process so no steps were missed.
The Result
The data center regained full visibility into its standby power status and eliminated administrative barriers that could have delayed future fueling or emergency response. With the service ticket created and account setup underway, the coolant alert could be corrected before it impacted uptime. The facility now has an accurate service profile, established communication channels, and a ready-to-deploy plan for PM services, fueling, and emergency maintenance.
Why It Matters
Data centers cannot tolerate downtime. Even a minor coolant issue can result in thermal overload, immediate shutdown, and major financial and operational consequences. Proper account setup ensures that fuel, parts, and service can be delivered without delay. By taking a proactive approach, Generator Source helped the data center reduce risk and maintain continuous readiness.
Need reliable standby power protection for your data center?
Generator Source provides cooling system diagnostics, compliance-ready fueling setup, and preventative maintenance programs designed for IT and data center environments. Contact our service team to secure your infrastructure today.