SPONSORED | Phola Coal, in partnership with XiQ Sourcing Solutions, invites providers to submit an Expression of Interest (EOI)

OPERATIONS & MAINTENANCE (O&M) OF PHOLA COAL PROCESSING PLANT

Background
Phola Coal Processing Plant is a modern 16 million ton-per-annum (16Mtpa) coal beneficiation facility located in Mpumalanga, South Africa. The plant beneficiates run of mine coal through its two identical modules (rate 8Mtpa per module) for its Shareholder Situated near Ogies, this state-of-the-art facility produces multiproduct for both domestic and export markets.

Expression of Interest (EOI) Overview
Phola Coal, through its procurement partner XiQ Sourcing Solutions, invites interested and competent service providers to submit an Expression of Interest (EOI) for a consolidated scope of work covering the Operations and Maintenance (O&M) of the Phola Coal Processing Plant. This EOI seeks to identify qualified companies with the capability to operate and maintain the entire plant as a Turnkey Solution Offering. Service providers with proven experience in processing plant operations and maintenance are encouraged to register their interest.

SCOPE OF WORK
The successful service provider will be respons        ible for the full operations and maintenance of the Phola Coal Processing Plant, including, but not limited to:

Plant Operations: Day-to-day management of coal processing activities to achieve throughput targets and product quality specifications, including control room operations, feed handling, and product stockpile management, train loading and/or trucking operations
Maintenance Services: Comprehensive preventative and corrective maintenance of all processing plant equipment and infrastructure (e.g., conveyors, screens, dense medium separation units, filtration systems, train loading, truck loading, ROM receiving facility), ensuring high equipment availability and reliability.
SHEQ Management: Implementation of industry best practices in Safety, Health, Environment, and Quality compliance, fostering a safe working environment and adherence to all regulatory requirements during operations and maintenance activities (including compliance to Mine Health and Safety act, National Railway Safety Regulator act and applicable ISO certification).
Systems Capability: Fully functional Human Resources and Information Technology disciplined systems capacity and capability must be owned as an in-house service provision to support and improve Production Operations.
Supply Chain and Procurement Services: End to end (Source to Pay including Inventory and Warehouse Management capacity and capability) must be owned as an in-house service provision to support and improve Production Operations.
This consolidated scope is intended to be delivered under one solution, and interested parties should be capable of integrating operational and maintenance responsibilities seamlessly.

KEY REQUIREMENTS FOR EOI RESPONDENTS

Interested service providers must demonstrate the following qualifications and capabilities:

Relevant Experience: A proven track record in operating large-scale processing plants of similar size, risk and complexity in excess of 8Mtpa. Experience in thermal coal beneficiation facilities – including references or case studies of past projects – will be highly advantageous.
Compliance & Standards: Full compliance with all relevant South African legislation and industry standards, including mining, health & safety regulations (MHSA, National Railway Safety Regulator Act), environmental regulations, corporate governance and applicable ISO standards and certification. Providers should also uphold Broad-Based Black Economic Empowerment (B-BBEE) and other transformation and compliance requirements as applicable. Minimum B-BBEE Requirement: 25.1% + 1 vote Black Ownership and at least a Level 4 Contributor status.
Technical & Managerial Capability: Sufficient skilled personnel, technical expertise, and management systems to effectively run a 24/7 operation. This includes having qualified Management, plant operators, maintenance teams (mechanical, electrical, instrumentation), and robust supply chain support for spares and consumables.
Financial and Operational Standing: Strong financial stability and resource capacity to undertake a contract of this magnitude.
ESG Compliance and SHE Performance: A strong Environmental, Social, and Governance (ESG) framework and a track record of exceptional safety, health, and environmental (SHE) performance are essential. Past performance data and relevant certifications (e.g., ISO standards) should be in place.
Only Interested service providers that meet the above key criteria and can illustrate proven capability in similar projects should proceed with the EOI submission. In the case of joint ventures, only incorporated and formally constituted joint ventures will be considered.

EOI SUBMISSION PROCESS
Interested service providers should follow the steps below to respond to this EOI:

1. Request the EOI Questionnaire: Email phola@xiq.co.za [@xiQ] with your company name, primary contact person, contact details, and the subject line “EOI O&M Phola Coal Processing Plant – Registration” to request the official EOI Registration Questionnaire. (Please reference EOI number PCPP/EOI/2025/0001 in your email.) The questionnaire and additional information will be sent to you promptly via email.

2. Complete the Questionnaire: Fill out the EOI Registration Questionnaire thoroughly and prepare all required supporting documentation. This will include proof of company registration and letter of good standing, relevant experience documentation (e.g. project summaries or reference letters), safety and compliance certificates, and any other mandatory documents (certified copies where required).

3. Submit the EOI Response: Email your completed questionnaire and all supporting documents back to phola@xiq.co.za on or before Tuesday, 22 July 2025 at 15:00. All EOI submissions must be electronic (email with attachments), in PDF format preferred. Ensure that the email subject line clearly states “EOI Response – PCPP/EOI/2025/0001 – O&M Phola Coal Processing Plant”.

Please initiate the above process as early as possible to allow sufficient time for completing the questionnaire. Any clarifications or questions during the EOI stage can be directed to the same email address (phola@xiq.co.za). [@xiQ].

Closing Date and Deadline

EOI Submission Deadline: Tuesday, 22 July 2025 at 15:00 (South African Standard Time). All expressions of interest must be received by or before this closing time. Late submissions will not be considered.

IMPORTANT NOTES
Shortlisting: Only shortlisted companies meeting the requirements will be contacted and invited to proceed to the next stage of the process. During this stage an in-depth granular engagement will be conducted with the identified shortlisted participants. If you do not hear back within 30 days of the closing date, please consider your EOI unsuccessful.
Rights Reserved: Phola Coal (and its procurement partner, XiQ Sourcing Solutions) reserves the right to amend or withdraw this Expression of Interest invitation at any stage without prior notice. This EOI is an initial market inquiry and not an offer or guarantee of work.
Compliance: Participation in this EOI will require compliance to the Phola Coal governance framework. Any misrepresentation of information or failure to submit required documents may lead to disqualification.

We look forward to engaging with service providers who are committed to operational excellence, regulatory compliance, and safety. Phola Coal is committed to a fair and transparent EOI process.

For submission of EOIs and further inquiries, please contact phola@xiq.co.za.