Purchase Order Judge in South Africa Cape Town –Free Word Template Download with AI
PO No: CT-JDG-2025-00472
Date of Issue: 14 June 2025
Valid Until: 14 September 2025
1. Parties to This Purchase Order
Issuing Authority (Buyer):
Office of the Judge, High Court of South Africa
Cape Town Division, 255 Plein Street
Cape Town, 8001, Western Cape
South Africa
VAT No: 4930128765
Contact: Procurement Officer, Judicial Services
Supplier (Seller):
Meridian Judicial & Legal Supplies (Pty) Ltd
Unit 14, 88 Bree Street, Gardens
Cape Town, 8001, Western Cape
South Africa
VAT No: 4720983412
Contact: Mr. D. van der Merwe, Sales Director
2. Purpose and Scope
This Purchase Order is issued by the Office of the Judge at the High Court of South Africa, Cape Town Division, to procure essential judicial office equipment, legal reference materials, and administrative supplies required for the continued operation of the Judge's chambers and associated court proceedings. All goods and services specified herein shall be delivered to the Cape Town Division premises in accordance with the timelines and specifications outlined in this document. The Judge's office requires these items to ensure the efficient administration of justice in the Western Cape jurisdiction.
3. Itemised Schedule of Goods and Services
| Ref | Description | Qty | Unit | Unit Price (ZAR) | Amount (ZAR) |
|---|---|---|---|---|---|
| 01 | Executive Judge's Desk, solid oak, 2400mm x 1200mm, with integrated cable management and document tray, suitable for judicial chambers in Cape Town | 1 | Unit | 48,500.00 | 48,500.00 |
| 02 | High-back ergonomic judicial chair, black leather, with adjustable lumbar support and armrests, meeting South African workplace safety standards (SANS 10087) | 1 | Unit | 12,750.00 | 12,750.00 |
| 03 | Complete set of South African legal reference volumes (2025 edition), including the Constitution of the Republic of South Africa, 1996; Criminal Procedure Act 51 of 1977; and Civil Procedure Rules for the High Court, Cape Town Division | 1 | Set | 34,200.00 | 34,200.00 |
| 04 | Digital case management system licence (annual subscription) for the Judge's office, including cloud storage, e-filing integration with the Cape Town Division electronic docket, and secure document management | 1 | Year | 28,900.00 | 28,900.00 |
| 05 | Professional-grade digital recording and transcription equipment for court proceedings, including four (4) directional microphones, one (1) multi-track recorder, and one (1) transcription software licence | 1 | Set | 22,400.00 | 22,400.00 |
| 06 | Secure filing cabinets (fire-rated, 4-drawer), for storage of sensitive judicial documents and case files in the Judge's chambers, Cape Town Division | 3 | Units | 8,600.00 | 25,800.00 |
| 07 | Administrative office supplies package (quarterly), including legal pads, sealing wax, official court stamps, envelopes, and stationery bearing the Cape Town Division seal | 4 | Qtrs | 3,250.00 | 13,000.00 |
| 08 | Professional installation, configuration, and one-year maintenance service for all electronic equipment listed in this Purchase Order, to be performed at the Cape Town Division premises | 1 | Service | 15,600.00 | 15,600.00 |
| Subtotal (excl. VAT): | 201,150.00 | ||||
| VAT @ 15% (South Africa): | 30,172.50 | ||||
| TOTAL AMOUNT DUE (ZAR): | 231,322.50 | ||||
4. Delivery and Installation
All physical goods specified in this Purchase Order shall be delivered to the High Court of South Africa, Cape Town Division, 255 Plein Street, Cape Town, 8001, South Africa, no later than 30 July 2025. The supplier shall coordinate delivery with the court's security and facilities management team. Installation and configuration of all electronic systems shall be completed within five (5) business days of delivery. The supplier acknowledges that the Judge's office operates within a secure judicial environment and all personnel accessing the premises must comply with the court's security protocols as prescribed by the South African Judicial Service Commission.
5. Payment Terms
Payment shall be made by electronic funds transfer (EFT) to the supplier's designated bank account within thirty (30) days of receipt of a valid tax invoice and confirmation of satisfactory delivery and installation. The payment shall be processed through the National Treasury's procurement and payment systems in accordance with the Public Finance Management Act 1 of 1999 (as amended) and the National Treasury's Regulations on Procurement. No payment shall be due until all goods and services have been accepted in writing by the authorised representative of the Judge's office.
6. Terms and Conditions
6.1 This Purchase Order is governed by the laws of the Republic of South Africa and the rules of the High Court, Cape Town Division.
6.2 The supplier warrants that all goods are new, of merchantable quality, and fit for the purpose of judicial office use. All legal reference materials shall be the most current editions published for the South African legal system.
6.3 The supplier shall provide a minimum twelve (12) month warranty on all electronic equipment and a twenty-four (24) month warranty on furniture and physical goods.
6.4 The supplier shall comply with all applicable South African labour, health and safety, and environmental regulations during the delivery and installation process.
6.5 Any disputes arising from this Purchase Order shall be subject to the jurisdiction of the High Court of South Africa, Cape Town Division.
6.6 The supplier shall maintain strict confidentiality regarding all judicial matters, case information, and the operational details of the Judge's office. Breach of confidentiality shall constitute grounds for immediate termination and legal action.
6.7 This Purchase Order may only be amended in writing, signed by both parties, and approved by the Head of Procurement, Judicial Services, Cape Town.
7. Authorisation and Acceptance
This Purchase Order is issued under the authority of the Chief Justice's Office, South Africa, and the Registrar of the High Court, Cape Town Division. The Judge's office has reviewed and approved the specifications and budget allocation for the items listed herein. The supplier's acceptance of this Purchase Order constitutes a binding agreement to supply the goods and services as described.
For and on behalf of the Buyer:
Office of the Judge, High Court of South Africa
Cape Town Division
Signature: ___________________________
Name: Ms. L. Naidoo, Procurement Officer
Date: 14 June 2025
For and on behalf of the Supplier:
Meridian Judicial & Legal Supplies (Pty) Ltd
Cape Town, South Africa
Signature: ___________________________
Name: Mr. D. van der Merwe, Sales Director
Date: ___________________________
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