How to Define Customer and Installer Responsibilities in an RECD Project

On paper, an RECD retrofit looks like a two-party job: the customer owns the generator, the installer fits the device. On site, the job runs through dozens of small decisions and actions, and each one belongs to someone. Who confirms the engine data? Who arranges the crane? Who isolates the generator? Who switches the load to grid power? Who signs the test sheet? When those questions have clear answers before work starts, retrofits finish on time. When they do not, a two-day installation can stretch into two weeks.

This guide follows an RECD project from first enquiry to the end of the warranty period, phase by phase. For each phase it sets out what the customer owns, what the installer owns, what they must do together, and the document that closes the phase. It then pulls everything into a single responsibility matrix, lists the grey areas that most often cause disputes, and offers sample contract wording.

A note on terms: “customer” means the generator owner or their facility team. “Installer” means whoever carries out the retrofit, whether that is the device manufacturer, its authorised partner or a contractor working under supervision. If you have not yet decided between a supply-only and a turnkey order, read supply-only vs turnkey RECD orders first, because that choice shifts many of the responsibilities below.

Phase 1: Enquiry and Information Gathering

The quality of everything that follows depends on the information exchanged here.

Customer owns:

• Sharing accurate generator details: DG and engine nameplate photos, rating, make, model and year. See which DG nameplate photos to share.
• Describing how the generator is used: load levels, running hours and duty type.
• Disclosing known issues such as smoke, high oil consumption or past overhauls.
• Stating the regulatory driver and any deadline.
• Obtaining OEM exhaust data where possible.

Installer owns:

• Asking for any missing information instead of assuming.
• Stating clearly which assumptions their proposal is based on.
• Confirming that the proposed device is certified for the engine’s power band.
• Flagging early if the engine’s condition may affect device performance. Relevant reading: engine oil consumption and RECD suitability.

Shared:

• Agreeing whether the order is supply-only, supervised or turnkey.

Closing document: a written proposal listing assumptions, the offered device, scope and exclusions.

Why this matters: an installer who sizes a device on the kVA rating alone, because the customer never shared load logs, can deliver a technically compliant device that performs poorly at real operating loads. See using DG load logs to assess RECD suitability.

Phase 2: Site Survey

Customer owns:

• Granting access to the DG room, canopy, rooftop or basement.
• Assigning a knowledgeable escort, ideally the person who operates the generator.
• Providing any existing drawings of the exhaust system and building structure.
• Explaining site rules: working hours, permits, restricted areas, safety induction.

Installer owns:

• Measuring the exhaust route, diameters, bends, silencer and stack.
• Assessing mounting options and structural support points.
• Checking lifting and access routes for the device.
• Photographing the existing installation for the record.
• Identifying hazards such as asbestos lagging, poor ventilation or fragile roofs.

Shared:

• Agreeing the proposed device location in principle.
• Identifying the shutdown window and backup arrangements.

Closing document: a survey report with measurements, photographs and the proposed location.

Phase 3: Design and Approval

Installer owns:

• Producing a layout drawing showing the device, new pipework, supports and service clearances.
• Calculating total exhaust back pressure for the modified system against the OEM limit. Background: how exhaust back pressure affects a DG set.
• Designing supports so no load passes to the turbocharger or manifold.
• Preparing a method statement and risk assessment for installation.
• Listing materials and equipment.

Customer owns:

• Reviewing and approving the layout within an agreed time.
• Confirming the structure can carry the proposed loads, or engaging a structural engineer where the contract requires it.
• Consulting the generator OEM or dealer about warranty implications. See will installing an RECD affect your generator’s OEM warranty.
• Obtaining internal approvals, and any approvals from building management or a landlord.

Shared:

• Resolving clashes with other services such as cable trays, fire lines or ventilation ducts.

Closing document: approved layout drawing and method statement, signed by both parties.

Practical point: layout choices determine maintenance access for years. Insist on adequate clearances now. See service clearance around an RECD and horizontal vs vertical RECD mounting.

Phase 4: Site Readiness

This phase is often skipped in planning and is a frequent cause of delay.

Customer owns:

• Clearing the work area of stored materials.
• Completing any civil work in their scope, such as a plinth or wall reinforcement.
• Arranging power supply points for welding and tools.
• Issuing work permits, especially for hot work and work at height.
• Arranging temporary backup power if the generator is critical. Related: diesel generator rental cost in India.
• Informing occupants, tenants or residents about the shutdown.

Installer owns:

• Completing off-site fabrication to reduce on-site time.
• Delivering the device and materials to site on the agreed date.
• Confirming manpower, tools, lifting equipment and safety gear.
• Submitting worker details for security and induction.

Shared:

• A readiness check one or two days before shutdown.

Closing document: a signed readiness checklist confirming that permits, backup, access and materials are in place.

Phase 5: Shutdown and Installation

Customer owns:

• Shutting down and electrically isolating the generator, with lock-out and tag-out.
• Transferring critical loads to the grid or backup.
• Providing a site contact with authority to make decisions during the work.
• Ensuring the generator is not started by anyone during work.

Installer owns:

• Following the approved method statement and site safety rules.
• Dismantling existing pipework carefully and storing removed parts as agreed.
• Installing the device, pipework, bellows, supports and insulation as per the approved layout.
• Maintaining housekeeping and fire watch during hot work.
• Reporting any deviation from the approved layout before carrying it out.

Shared:

• Approving any change to the layout found necessary on site, in writing.
• Daily progress check if the work spans more than one day.

Closing document: an installation completion note with any deviations recorded.

Our step-by-step RECD installation guide describes what typically happens during this phase, and common RECD installation mistakes to avoid lists what to watch for.

Phase 6: Testing and Commissioning

Installer owns:

• Pre-start checks: tightness of joints, supports, insulation, instrument connections.
• Running the generator at agreed load points with the customer’s permission.
• Measuring back pressure, checking for leaks and recording exhaust temperature.
• Rectifying any defects found.
• Arranging emission testing if it is in the installer’s scope.

Customer owns:

• Authorising generator start-up and providing an operator.
• Providing the agreed test load, or authorising load bank use.
• Witnessing the test.
• Arranging emission testing if it is in the customer’s scope.

Shared:

• Agreeing whether results meet the acceptance criteria.

Closing document: a test report signed by both parties, with measured values and pass/fail result for each criterion.

Make acceptance objective: pass criteria should be defined before work starts. See RECD tender specifications: defining measurable performance requirements.

Phase 7: Handover

Installer owns:

• Handing over the type approval certificate and test report for the device.
• Providing as-built drawings, the installation and test reports, and photographs.
• Supplying the operation and maintenance manual.
• Training site operators on routine checks and what readings to watch.
• Explaining warranty terms and how to raise service requests.

Customer owns:

• Confirming receipt of documents.
• Filing documents where they can be produced during inspections.
• Updating the site’s environmental compliance records and informing the pollution control board if required.

Closing document: a handover certificate listing every document and the training provided.

Our guide on how to read an RECD test certificate helps the customer check the paperwork they receive.

Phase 8: Operation and Warranty

The project does not end at handover. Responsibilities continue for the life of the device.

Customer owns:

• Operating the generator within the conditions stated by the installer.
• Recording running hours and back pressure readings.
• Carrying out or arranging routine maintenance at the stated interval.
• Reporting abnormal readings or faults promptly.
• Using fuel and lubricating oil of the specified quality. Related: how ultra-low sulphur diesel improves emission control.
• Not modifying the exhaust system without consulting the installer.

Installer owns:

• Responding to warranty claims within the agreed time.
• Carrying out scheduled maintenance visits if included.
• Repairing or replacing defective parts under warranty.
• Advising on any change to operating conditions.

Closing document: maintenance and service records, kept by both parties.

The RECD maintenance guide explains routine tasks and how often to perform them.

The Complete Responsibility Matrix

The matrix below uses a simplified RACI approach. R is responsible (does the work), A is accountable (owns the outcome), C is consulted and I is informed. It assumes a turnkey order. For supply-only orders, many installer tasks shift to the customer or their contractor.

Activity	Customer	Installer
Generator data and nameplate photos	R, A	C
OEM exhaust data	R	A (for sizing)
Load and duty profile	R, A	C
Device selection and certification check	I	R, A
Site access and escort	R, A	I
Site survey and measurements	C	R, A
Layout and support design	C	R, A
Back pressure calculation	I	R, A
Layout approval	R, A	C
Structural adequacy confirmation	A	C
OEM warranty consultation	R, A	C
Permits and site safety rules	R, A	C
Temporary backup power	R, A	I
Off-site fabrication	I	R, A
Delivery and lifting	C	R, A
Generator isolation and lock-out	R, A	C
Installation works	I	R, A
Hot work safety and fire watch	C	R, A
Generator start-up for testing	R	C
Test load provision	R, A	C
Post-installation testing	C	R, A
Emission testing (if in scope)	as agreed	as agreed
Handover documents	I	R, A
Operator training	C	R, A
Compliance records and regulator communication	R, A	C
Routine operation and logging	R, A	I
Scheduled maintenance	as agreed	as agreed
Warranty repairs	I	R, A

Grey Areas That Cause Disputes, and How to Settle Them in Advance

Some responsibilities are not obviously anyone’s. Decide them in writing before the purchase order.

Unexpected corrosion or damage in existing pipework

When old pipework is opened, it may be more corroded than expected. Recommended allocation: the installer reports and quotes for replacement at pre-agreed rates; the customer approves before work proceeds. Background: reusing existing exhaust pipework in an RECD retrofit.

Engine problems revealed during testing

Testing may expose issues such as black smoke or overheating unrelated to the device. Recommended allocation: the customer arranges engine repair through their generator service provider; the installer repeats acceptance testing afterwards without extra charge for a defined number of re-tests. See why is my generator emitting black smoke.

Insufficient site load for testing

Standby generators often cannot be loaded to rated output from the building. Recommended allocation: state in the contract whether a load bank is required and who provides it.

Delays caused by permits or access

If the installer arrives and cannot start because a permit is missing, idle time costs money. Recommended allocation: the customer bears demonstrable standby costs for delays in their scope, at pre-agreed rates.

Removed materials

Old silencers and pipework may have scrap value or disposal costs. Recommended allocation: state whether removed materials remain the customer’s property or are disposed of by the installer. Related reading: generator scrap disposal rules in India.

Regulatory follow-up

If a pollution control board requests additional testing after handover, who pays? Recommended allocation: the installer supports with documentation; testing beyond the agreed scope is at the customer’s cost unless the device fails.

Later changes to the generator

If the customer replaces the engine, adds load or changes fuel, the device may no longer suit. Recommended allocation: warranty is conditional on operating within declared conditions; the customer consults the installer before changes. See specifying an RECD for future load increase and using an RECD after diesel-to-dual-fuel conversion.

Communication Protocol: Who Talks to Whom

Clear responsibilities fail if information does not reach the right person. Agree a simple communication protocol at the kick-off meeting.

Name one coordinator on each side. The customer’s coordinator should have authority to approve layout changes, grant access and authorise generator start-up. The installer’s coordinator should be the engineer responsible for the job, not only a salesperson.

Define which decisions need written approval. Layout deviations, additional work at agreed rates, schedule changes and acceptance all need written confirmation. A message on a messaging app can count if both sides agree in advance, but it should be saved to the project file.

Set a response time for approvals. If the installer is waiting on site for a decision, every hour costs money. Agree that layout queries during installation will be answered within a defined time, for example two hours during working hours.

Keep a single project log. A shared document listing dates, decisions, deviations and who approved them becomes invaluable if a dispute arises or if a pollution control officer asks how the work was done.

Escalation path. Name a senior person on each side to resolve disagreements that the coordinators cannot settle within a day.

When More Than Two Parties Are on Site

Many retrofits involve more than a customer and an installer. The generator OEM’s service engineer may need to inspect the engine. A structural consultant may sign off on wall or roof loads. A testing laboratory may conduct emission measurements. A facility management company may operate the generator on the customer’s behalf.

Each extra party adds an interface. Handle them this way:

• List every party in the responsibility matrix, with a column for each, rather than folding their tasks into the customer’s column.
• Make the customer responsible for coordinating parties it appoints, such as the OEM service provider or structural consultant.
• Make the installer responsible for coordinating parties it appoints, such as subcontracted welders or the testing laboratory, where testing is in the installer’s scope.
• Hold one combined pre-installation meeting so everyone hears the same plan, shutdown window and safety rules.
• Ensure the facility management company signs the readiness checklist if it controls generator operation, because it will be the one isolating and restarting the set.

Large sites such as malls and campuses face this situation often. See coordinating DG retrofits across tenants in shopping malls for an example.

Sample Contract Wording

Adapt these clauses to your project and have them reviewed by whoever handles your contracts. They are a starting point, not legal advice.

Responsibility schedule: “The division of responsibilities between the Customer and the Installer shall be as set out in the Responsibility Matrix annexed to this Order. Any activity necessary for the completion of the Works that is not listed in the Matrix shall be the responsibility of the Installer, unless it relates to the Customer’s premises, permits or generator operation.”

Customer-caused delay: “Where the Installer is prevented from proceeding due to the unavailability of access, permits, shutdown or test load that are the Customer’s responsibility, the completion date shall be extended accordingly, and the Installer may claim standby charges at the rates in Schedule X.”

Pre-existing defects: “The Installer shall notify the Customer in writing of any pre-existing defect discovered in the generator or exhaust system. The Installer shall not be responsible for rectifying such defects unless instructed and paid at agreed rates.”

Acceptance: “The Works shall be accepted when all criteria in the Acceptance Test Schedule are met and the test report has been signed by both parties. The Customer shall not unreasonably withhold signature.”

A One-Page Responsibility Sheet for Small Projects

For a single generator at a housing society or small business, a full RACI matrix may feel excessive. A one-page sheet covering these ten points is enough:

1. Who provides generator data and photos.
2. Who surveys the site.
3. Who designs the layout and checks back pressure.
4. Who arranges permits and backup power.
5. Who supplies and installs pipe, supports and insulation.
6. Who isolates the generator and authorises start-up.
7. Who provides test load and witnesses testing.
8. Who arranges emission testing, if needed.
9. What documents are handed over.
10. Who performs maintenance during warranty.

Sign it alongside the purchase order. Our RECD installation timeline helps you match each point to a date.

Frequently Asked Questions

Who is legally responsible for emission compliance: the customer or the installer?

Regulatory responsibility for operating a compliant generator rests with the generator owner, under the norms set by the Central Pollution Control Board and enforced by state boards. The installer is responsible for delivering what the contract promises. That is why customers should insist on certified devices, measurable acceptance tests and complete documentation. See why RECD is mandatory in India for context.

Can the installer refuse to proceed if the site is not ready?

Yes, if the contract allows it and the readiness items are the customer’s responsibility. A signed readiness checklist prevents arguments.

Who should be present during testing?

At minimum, the installer’s engineer, the customer’s generator operator and someone with authority to sign the test report.

What if the customer’s maintenance team damages the device?

Damage from incorrect operation or maintenance is normally excluded from warranty. Training at handover and clear manuals reduce that risk.

Do responsibilities change for rented generators?

Yes. A third party, the rental company, also has a say. Read can you install an RECD on a rented diesel generator.

Conclusion

RECD projects rarely fail because of the device. They fail at the hand-offs: missing data, unapproved layouts, unready sites, unclear test criteria and incomplete paperwork. Mapping every phase to an owner and a closing document removes most of that risk.

Combine this responsibility map with a clear technical RFQ and a detailed Bill of Quantities, and you have a procurement package that sets the project up to succeed. For a site-specific responsibility plan, contact Aceget or explore our retrofit emission control devices.