Purchase Order School Counselor in South Africa Cape Town –Free Word Template Download with AI
Formal Procurement Document for Professional Educational Services
PO No: CT-SC-2025-0472 Status: APPROVED
1. Purchasing Entity (Buyer)| Field | Details |
|---|---|
| Institution Name | Cape Town Independent Academy (CTIA) |
| Physical Address | 42 Seaview Road, Sea Point, Cape Town, 8005, Western Cape, South Africa |
| Postal Address | P.O. Box 1287, Sea Point, Cape Town, 8002, South Africa |
| VAT Registration No. | 4930128765 |
| Bank Details | Standard Bank, Account No: 0123456789, Branch Code: 051001 |
| Authorised Signatory | Dr. Margaret van der Merwe, Principal & Head of School |
| Contact Email | [email protected] |
| Field | Details |
|---|---|
| Professional Name | Ms. Thandiwe Nkosi, Registered Counselling Psychologist (HPCSA Reg. No. 00458721) |
| Professional Practice | Nkosi Counselling & Wellness Services (Pty) Ltd |
| Practice Address | Suite 3, The Waterfront Office Park, V&A Waterfront, Cape Town, 8001, South Africa |
| VAT Registration No. | 5012345678 |
| Bank Details | FNB, Account No: 6234567890, Branch Code: 250655 |
| Professional Qualification | Master of Counselling Psychology (UCT); HPCSA-Registered; 12 years experience in school-based counselling in South Africa Cape Town |
This Purchase Order is issued by Cape Town Independent Academy to formally procure the professional services of a qualified School Counselor to provide comprehensive student welfare, psychological support, and pastoral care services within the school premises located in South Africa Cape Town. The engagement is governed by the South African Schools Act (Act 84 of 1996), the Health Professions Council of South Africa (HPCSA) Code of Conduct, and the institution's internal Student Welfare Policy (2024 revision).
The School Counselor shall be responsible for the following duties and deliverables during the contract period:
| Line Item | Description of Service | Frequency | Unit Rate (ZAR) | Quantity | Amount (ZAR) |
|---|---|---|---|---|---|
| 1.1 | Individual student counselling sessions (minimum 45 minutes per session) for students aged 6–18 experiencing academic, emotional, social, or behavioural difficulties | Monthly (estimated 60 sessions) | R 450.00 | 60 | R 27,000.00 |
| 1.2 | Group counselling and psycho-educational workshops (bullying prevention, exam anxiety management, adolescent development, substance abuse awareness) | Bi-weekly (12 workshops per term) | R 1,200.00 | 36 | R 43,200.00 |
| 1.3 | On-site presence at the school premises in Cape Town for a minimum of 20 hours per week, Monday to Friday, 08:00–15:00 | Weekly (40 weeks per academic year) | R 8,500.00 | 40 | R 340,000.00 |
| 1.4 | Parent and caregiver consultation meetings (minimum 2 hours per month) to discuss student progress, intervention strategies, and home-school collaboration | Monthly (10 meetings) | R 600.00 | 10 | R 6,000.00 |
| 1.5 | Preparation and submission of monthly welfare reports to the Head of Department and the Board of Governors, including anonymised statistical data on student mental health trends | Monthly (10 reports) | R 1,500.00 | 10 | R 15,000.00 |
| 1.6 | Crisis intervention and emergency response support (including after-hours on-call availability for critical student incidents) | As required (estimated 8 incidents) | R 2,000.00 | 8 | R 16,000.00 |
| 1.7 | Collaboration with external agencies (Department of Social Development, ChildLine, SASSA, local clinics in Cape Town) for referrals and multi-disciplinary case management | As required (estimated 12 referrals) | R 800.00 | 12 | R 9,600.00 |
| Subtotal (Excluding VAT) | R 456,800.00 | ||||
| VAT @ 15% (South Africa) | R 68,520.00 | ||||
| TOTAL AMOUNT DUE (Including VAT) | R 525,320.00 | ||||
This Purchase Order covers the full 2025 academic year, commencing on 10 March 2025 and concluding on 20 November 2025, inclusive of all public school holidays as gazetted by the Western Cape Education Department. The School Counselor is expected to be on-site from the first day of term and to remain available throughout the entire period unless otherwise terminated in accordance with the terms below.
5. Payment Terms and Conditions- Payment shall be made on a monthly basis, within 30 (thirty) calendar days of receipt of a valid tax invoice from the School Counselor or their registered practice entity.
- All payments shall be made via Electronic Funds Transfer (EFT) to the bank account specified in Section 2 of this Purchase Order.
- The monthly invoice shall not exceed R 52,532.00 (inclusive of VAT) and must itemise services rendered during the preceding calendar month.
- Any services rendered beyond the scope defined in Section 3 must be pre-authorised in writing by the Principal or the designated Board member before commencement.
- Failure to submit a valid invoice within 10 business days of the month-end may result in a 15-day extension of the payment cycle.
- All amounts are denominated in South African Rand (ZAR) and are subject to the prevailing VAT rate as determined by the South African Revenue Service (SARS).
- The institution reserves the right to withhold payment for any month in which the School Counselor fails to meet the minimum on-site hours stipulated in Line Item 1.3, subject to a written notice of non-compliance and a 7-day cure period.
- This Purchase Order constitutes a binding agreement between Cape Town Independent Academy and the named School Counselor upon signature by both parties.
- The School Counselor shall maintain full professional registration with the Health Professions Council of South Africa (HPCSA) and shall provide proof of registration upon request.
- Strict confidentiality shall be maintained in accordance with the Protection of Personal Information Act (POPIA, Act 4 of 2013) and the HPCSA Code of Professional Conduct. All student records shall be stored in a secure, locked filing system on the school premises in South Africa Cape Town and shall not be removed without written authorisation.
- The School Counselor shall comply with all school policies, code of conduct, and health and safety regulations applicable to the institution.
- Either party may terminate this Purchase Order with 30 (thirty) days' written notice. In the event of termination, payment shall be made for all services rendered up to the effective date of termination.
- The School Counselor shall carry professional indemnity insurance with a minimum cover of R 2,000,000 and shall provide a certificate of insurance to the institution prior to commencing services.
- This agreement is governed by the laws of the Republic of South Africa, and any disputes shall be subject to the jurisdiction of the High Court of South Africa, Western Cape Division, Cape Town.
- The School Counselor acknowledges that this engagement is for professional services only and does not constitute an employment relationship. The School Counselor is an independent contractor and is responsible for their own tax obligations, including PAYE and UIF contributions where applicable.
For and on behalf of Cape Town Independent Academy:
Name: Dr. Margaret van der MerweDesignation: Principal & Head of School
Signature: _________________________
Date: _________________________
For and on behalf of Nkosi Counselling & Wellness Services (Pty) Ltd:
Name: Ms. Thandiwe NkosiDesignation: Registered Counselling Psychologist / Director
Signature: _________________________
Date: _________________________ ⬇️ Download as DOCX Edit online as DOCX
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