Maintenance Coordination Policy

This policy applies to all GridColo facilities and covers all maintenance activities affecting building infrastructure (electrical, mechanical, structural, and security systems). It applies equally to maintenance performed by GridColo personnel, third-party service providers, or contractors. While this policy governs facility systems, it also extends to customer-impacting work where coordination is necessary to avoid downtime or risk.

Maintenance activities are a necessary part of sustaining reliability. GridColo commits to performing maintenance in a manner that is deliberate, communicated in advance, and structured to minimize risk. Customers will receive appropriate notice of any activity that may affect their operations, along with the ability to raise concerns or request adjustments where feasible. Emergency maintenance may be performed without prior notice if required to protect safety or prevent imminent failure, but GridColo will inform customers as quickly as possible in such cases.

Planned maintenance will generally be scheduled during defined maintenance windows to minimize impact. Windows may be during nights or weekends depending on facility location and customer needs. GridColo will maintain an annual calendar of recurring preventive maintenance events (e.g., generator load tests, UPS battery testing) and share it with customers. Corrective maintenance will be scheduled as needed, with customer consultation when it may affect services.

Customers must review maintenance notifications and provide acknowledgment of receipt. Where their own equipment or configurations may be impacted, customers are responsible for preparing systems appropriately — for example, ensuring servers are dual-powered, scheduling their own maintenance if risk windows exist, and communicating any special sensitivities to GridColo Operations. Customers are also expected to keep contact information current so they can be reached quickly in emergencies.

Maintenance requiring outside contractors (e.g., OEM service providers) will be coordinated directly by GridColo. All contractors must comply with the Contractor & Vendor Safety Policy and will be supervised by GridColo personnel. Customers may not directly engage contractors to work on GridColo-owned infrastructure but may coordinate their own vendors for equipment inside their cages or cabinets.

Where possible, maintenance will be conducted under redundancy (A/B feeds, dual cooling loops, N+1 systems) so that services remain online throughout. Customers are expected to connect their equipment to both A and B feeds where provided to take advantage of redundancy. GridColo will document and communicate any work that temporarily reduces redundancy (e.g., taking one UPS module offline).

In the event of imminent failure, safety hazard, or regulatory requirement, GridColo may conduct emergency maintenance without advance notice. Customers will be informed as quickly as possible, with ongoing updates provided until the situation is resolved. Emergency maintenance will be documented post-event, with a summary of root cause, corrective action, and preventive measures communicated to customers.

All maintenance follows GridColo's Change Management & Work Authorization Policy. This means that work is documented in a Method of Procedure (MOP) or Standard Operating Procedure (SOP), reviewed internally, and approved by GridColo management prior to execution. Customers may request copies of MOP summaries for transparency when work has the potential to affect their operations.

For major maintenance events, GridColo will provide customers with a summary report including the scope completed, results of testing, any deviations from the plan, and any residual risks identified. Where service impact occurred, GridColo will document timelines, root cause, and corrective measures. Customers may request reports for their compliance or audit requirements.

This policy is effective upon publication and remains in force until replaced. GridColo may amend it to reflect evolving best practices, regulatory requirements, or operational lessons learned. Customers will be notified of substantive changes through the customer portal and official communications.