Used & Refurbished UPS Systems: What to Consider

Used and refurbished UPS systems can provide another option for facilities sourcing critical-power equipment, particularly when suitable equipment is already available and closely matches the project’s electrical and capacity requirements.

The key is to evaluate the actual UPS rather than assuming that all used or refurbished equipment has the same condition, service history or refurbishment process.

CI Group offers UPS systems across a wide range of capacities and manufacturers, including new, surplus and pre-owned equipment when available.

Used, Surplus and Refurbished UPS Systems Are Not the Same

Several terms are commonly used when UPS equipment is sold outside of a new factory order. Understanding the difference helps buyers know what questions to ask.

Used or Pre-Owned UPS

A used or pre-owned UPS has previously been placed into service.

Its suitability should be evaluated based on factors such as:

• Manufacturer and model
• Age
• Previous application
• Operating environment
• Service and maintenance history
• Current physical condition
• Battery condition
• Component replacement history
• Available manufacturer support

Surplus UPS

Surplus equipment may be unused or lightly used equipment that became available because a project changed, equipment was over-purchased, a facility was redesigned or inventory was released for another reason.

A surplus UPS may provide an attractive sourcing option, but its manufacturing date, storage history, warranty status and configuration should still be verified.

Refurbished UPS

A refurbished UPS has undergone some level of inspection, service, repair or component replacement before resale.

There is no single refurbishment process that applies to every UPS or every seller. Buyers should ask exactly what work was performed on the specific equipment.

That may include:

• Visual and physical inspection
• Cleaning
• Operational testing
• Replacement of failed components
• Battery replacement
• Fan replacement
• Capacitor replacement
• Control or electronics updates
• Load testing where appropriate

The term refurbished should therefore be supported by documentation describing the work completed and the condition of the equipment being offered.

When Can a Used or Refurbished UPS Make Sense?

Pre-owned UPS equipment can be worth considering when it fits the technical requirements of the project and provides advantages related to availability, configuration or equipment cost.

Applications may include:

• Replacing an existing UPS
• Expanding UPS capacity
• Replacing equipment from the same manufacturer or product family
• Supporting facility renovations
• Sourcing equipment for a defined budget
• Projects where suitable equipment is already available from inventory
• Facilities that need equipment sooner than a factory-order schedule allows

The equipment still needs to be matched to the facility rather than selected only because it is available.

Start With the Required UPS Capacity

Before comparing individual UPS systems, determine how much capacity the facility actually needs.

Review:

• Current protected load
• Expected peak load
• Future growth
• Redundancy requirements
• Required battery runtime
• Planned equipment additions

A replacement UPS does not necessarily need to have the same rating as the equipment being removed. The existing system may have been sized for a different load or an earlier facility configuration.

The goal is to select a UPS configuration that provides the required capacity today while allowing appropriate room for redundancy and planned growth.

Verify the Electrical Configuration

A UPS can have the correct kVA rating and still be unsuitable if its electrical configuration does not match the facility.

Before purchasing, verify:

• Input voltage
• Output voltage
• Input phase
• Output phase
• Frequency
• kVA and kW rating
• Power factor
• Input and output breaker requirements
• Bypass configuration
• Transformer configuration, if applicable
• Grounding requirements
• Generator compatibility
• Monitoring and communications

Making substantial electrical modifications to an existing UPS can change the cost and practicality of an otherwise attractive purchase.

Check the UPS Topology

UPS systems are available in different topologies and configurations, and the replacement equipment should fit the requirements of the protected load.

For larger critical-power applications, this often means evaluating online double-conversion or other three-phase UPS architectures based on the facility design.

Do not assume that two UPS systems with the same kVA rating provide the same functionality or operating characteristics.

Review Battery Condition Separately From the UPS

The UPS cabinet and the battery system should be evaluated separately.

A pre-owned UPS may still be appropriate for a project while its existing batteries require replacement.

Battery condition can be affected by:

• Battery chemistry
• Age
• Storage history
• Ambient temperature
• Discharge cycles
• Charging conditions
• Maintenance history

Eaton’s current UPS lifecycle guidance notes that actual component life varies based on factors including load, temperature, humidity, dust and other environmental conditions.

Review Eaton’s UPS lifecycle guidance.

When batteries need to be replaced, CI Group also provides UPS battery replacement services.

Evaluate Fans, Capacitors and Other Lifecycle Components

Batteries are not the only components that should be considered when evaluating older UPS equipment.

UPS systems also contain components such as fans and capacitors that change over their operating life.

Eaton and Vertiv both identify batteries, capacitors and cooling fans as components that should be addressed through lifecycle maintenance and proactive replacement based on the equipment and operating environment.

Review Eaton UPS component guidance.

Review Vertiv UPS lifecycle component guidance.

For refurbished equipment, ask whether these components were inspected or replaced and what documentation is available.

Check Manufacturer Support and Parts Availability

One of the most important considerations with older UPS equipment is whether the manufacturer and service market still support the model.

Review:

• Manufacturer support status
• Availability of replacement parts
• Controller support
• Firmware availability
• Availability of qualified service technicians
• Battery compatibility
• Availability of fans and capacitors
• Availability of power modules and electronic boards

A well-maintained UPS can still be a practical piece of equipment, but supportability should be evaluated before it becomes part of a long-term facility plan.

Ask What Testing Has Been Completed

Testing helps establish the operating condition of pre-owned or refurbished equipment.

Depending on the UPS and project, available testing may include:

• Visual inspection
• Operational startup testing
• Input and output verification
• Alarm testing
• Bypass verification
• Battery-system review
• Fan operation
• Capacitor inspection
• Controls and display verification
• Load testing where appropriate

Ask what testing was performed, who performed it and whether documentation is available.

Review the UPS Service History

Maintenance records can add useful context when evaluating pre-owned equipment.

Available records may show:

• Preventative maintenance history
• Battery replacement dates
• Fan replacement
• Capacitor replacement
• Major component repairs
• Firmware or controls updates
• Previous alarms or service events

Complete records are not always available, but when they are, they can help the buyer better understand the operating history of the UPS.

Compare Warranty Terms for the Specific Equipment

Warranty coverage should be verified for the actual UPS being purchased rather than assumed based on whether the equipment is described as used or refurbished.

Ask:

• Is a warranty included?
• How long does it last?
• When does the warranty begin?
• What components are covered?
• Are batteries covered separately?
• What exclusions apply?
• Who provides warranty service?

CI Group’s current site states that its transactions include warranty and risk-free guarantee protections. The terms that apply to a particular unit should be confirmed as part of the equipment quote and purchase documentation.

Check Physical Dimensions and Installation Requirements

A replacement UPS also has to fit the building.

Before ordering, verify:

• UPS dimensions
• Battery cabinet dimensions
• Equipment-room space
• Door and hallway clearances
• Rigging access
• Floor loading
• Cooling requirements
• Service clearances
• Cable-entry locations

A UPS that looks attractive on paper may not be practical if significant building modifications are required to install it.

Used UPS vs. New UPS

Consideration	New UPS	Used or Refurbished UPS
Availability	May be available from stock or require factory production.	Available inventory may provide additional sourcing options for shorter project schedules.
Configuration	Can often be specified around the project requirements.	Existing electrical configuration must closely match the application.
Equipment History	Known from initial commissioning.	Previous application and maintenance history should be reviewed when available.
Batteries	Battery configuration can be selected for the project.	Existing batteries should be evaluated separately and may need replacement.
Lifecycle Components	New components at installation.	Fans, capacitors and electronics should be evaluated based on age, condition and service history.
Warranty	Manufacturer warranty may apply according to the product terms.	Coverage varies by seller, equipment and refurbishment program.
Manufacturer Support	Generally current product support.	Support status and replacement-parts availability should be confirmed.

Consider the Total Project Cost

Purchase price is only one part of the UPS project.

The complete cost may also include:

• Freight
• Rigging
• Electrical installation
• Battery replacement
• Component replacement
• Testing
• Startup and commissioning
• Temporary UPS equipment
• Removal of the existing UPS
• Ongoing maintenance

A pre-owned UPS that closely matches the facility can provide an attractive equipment option. A lower purchase price is less useful if significant modification is required before the system can be installed.

Temporary UPS Rental May Be Another Option

If the facility needs UPS capacity for a limited period rather than as permanent infrastructure, purchasing used equipment may not be the only option.

CI Group also provides UPS rental systems for replacement projects, facility upgrades, maintenance and temporary critical-power requirements.

See When Does a UPS Rental Make Sense? for additional planning considerations.

Used & Refurbished UPS Buying Checklist

Before purchasing a used or refurbished UPS, confirm:

• What capacity is required?
• What is the actual protected load?
• What input and output voltage are required?
• What phase and frequency are required?
• What UPS topology is appropriate?
• What redundancy is required?
• How much battery runtime is needed?
• What is the condition of the batteries?
• What refurbishment work has been completed?
• Have fans and capacitors been evaluated?
• What testing has been performed?
• Is service history available?
• Is the UPS still supported?
• Are replacement parts available?
• What warranty applies?
• Will the UPS fit the existing space?
• Is it compatible with the facility’s generator and electrical distribution?
• What is the total installed project cost?

Compare Available UPS Equipment With CI Group

Used and refurbished UPS systems can provide practical options when the equipment is properly matched to the facility’s load, electrical configuration and long-term support requirements.

CI Group maintains inventory across a broad range of UPS capacities and manufacturers, including new, surplus and pre-owned equipment when available.