Quotation Estimate School Counselor in Kenya Nairobi –Free Word Template Download with AI
P.O. Box 4521, Nairobi, Kenya | Tel: +254 700 123 456 | Email: [email protected]
Physical Address: 3rd Floor, Kenyatta Avenue, Nairobi CBD, Kenya
Registration No. KE-2019-004521 | KRA PIN: P051234567X
Quotation Estimate| Quotation Estimate No.: | NISS/2025/QE/0087 |
| Date of Issue: | 14th June 2025 |
| Validity Period: | 30 days from date of issue (expires 14th July 2025) |
| Prepared For: | Greenfield Academy, Ngong Road, Nairobi, Kenya |
| Attention: | Mr. David Mwangi, Head of Student Affairs |
| Service Location: | Greenfield Academy Campus, Ngong Road, Kenya Nairobi |
| Contract Duration: | One Academic Year (September 2025 – June 2026) |
This Quotation Estimate is formally submitted by Nairobi Integrated Student Support Services Ltd. to Greenfield Academy, located in Kenya Nairobi, in response to the school's request for a qualified and experienced School Counselor to provide comprehensive student welfare, academic guidance, and psychosocial support services. This document outlines the scope of work, professional qualifications, itemized costs, and terms governing the engagement of the School Counselor for the 2025/2026 academic year. All pricing in this Quotation Estimate is presented in Kenyan Shillings (KES) and reflects current market rates for professional counseling services in Kenya Nairobi.
2. Scope of Services – School Counselor EngagementThe School Counselor engaged under this Quotation Estimate shall provide the following services to students, parents, and teaching staff at Greenfield Academy in Kenya Nairobi:
- Individual Student Counseling: One-on-one sessions addressing academic stress, behavioral issues, family conflicts, bullying, substance abuse, and emotional well-being. A minimum of 150 individual sessions per academic year is included.
- Group Counseling and Workshops: Monthly group sessions for students in grades 7 through 12 covering topics such as career guidance, exam preparation strategies, adolescent development, and mental health awareness. Twelve (12) group workshops per year are included.
- Parent-Teacher-Counselor Conferences: Quarterly meetings with parents and guardians to discuss student progress, behavioral observations, and intervention strategies. Four (4) conferences per year are included.
- Academic and Career Guidance: Assistance with university applications, career mapping, and subject selection for students in upper secondary levels. This service is available throughout the academic year in Kenya Nairobi.
- Crisis Intervention: Immediate response to student emergencies including self-harm, severe anxiety episodes, domestic violence disclosures, and peer conflicts. The School Counselor shall be available on-call during school hours.
- Record Keeping and Reporting: Maintenance of confidential student counseling records in compliance with the Kenya Data Protection Act (2019) and submission of monthly summary reports to the Head of Student Affairs.
- Staff Training: Two (2) half-day training sessions per term for teaching staff on recognizing signs of student distress, basic first-aid mental health response, and referral protocols.
The School Counselor proposed under this Quotation Estimate holds a Master's Degree in Counseling Psychology from the University of Nairobi, is a registered member of the Kenya Association of Counselling Psychologists (KACP), and possesses a valid Practicing Certificate issued by the Kenya Nursing and Midwifery Council (for the counseling psychology registration pathway). The candidate has a minimum of seven (7) years of experience providing counseling services in secondary schools within Kenya Nairobi and the broader Nairobi County area. The School Counselor is also trained in Cognitive Behavioral Therapy (CBT), Solution-Focused Brief Therapy, and Trauma-Informed Care approaches.
4. Itemized Cost Breakdown| No. | Description of Service | Frequency | Unit Cost (KES) | Total (KES) |
|---|---|---|---|---|
| 1 | Monthly Professional Fee – School Counselor (full-time, 5 days/week) | 10 months | 120,000 | 1,200,000 |
| 2 | Individual Counseling Sessions (up to 150 sessions) | Annual | — | Included |
| 3 | Group Workshops and Career Guidance Sessions (12 sessions) | Annual | — | Included |
| 4 | Parent-Teacher-Counselor Conferences (4 conferences) | Annual | — | Included |
| 5 | Staff Training on Mental Health First Aid (2 sessions) | Annual | — | Included |
| 6 | Counseling Materials, Assessment Tools, and Stationery | Annual | 45,000 | 45,000 |
| 7 | Transport Allowance (Nairobi CBD to Ngong Road, daily) | 10 months | 8,000 | 80,000 |
| 8 | Professional Indemnity Insurance (annual) | Annual | 35,000 | 35,000 |
| 9 | Supervision and Quality Assurance by Senior Clinical Psychologist | Quarterly (4 visits) | 15,000 | 60,000 |
| 10 | Administrative and Coordination Fee (Nairobi Integrated Student Support Services Ltd.) | Annual | 50,000 | 50,000 |
| Subtotal: | 1,570,000 | |||
| VAT (16%): | 251,200 | |||
| GRAND TOTAL (KES): | 1,821,200 | |||
Payment for the services outlined in this Quotation Estimate shall be made in two (2) equal installments: the first installment of KES 910,600 (inclusive of VAT) due within fourteen (14) days of contract signing, and the second installment of KES 910,600 due by the end of January 2026. Payment shall be made via bank transfer to the account of Nairobi Integrated Student Support Services Ltd., Equity Bank, Nairobi Branch, Account No. 0123456789. A valid receipt shall be issued for each payment received. Late payments shall attract a penalty of 2% per month as per Kenyan commercial law.
6. Terms and Conditions- This Quotation Estimate is valid for thirty (30) days from the date of issue. Beyond this period, prices may be revised to reflect changes in the Kenya Nairobi service market.
- The School Counselor shall adhere to the Code of Ethics of the Kenya Association of Counselling Psychologists and maintain strict confidentiality of all student records in accordance with the Kenya Data Protection Act, 2019.
- Greenfield Academy shall provide a dedicated, private counseling room on the school premises in Kenya Nairobi, equipped with basic furniture, a lockable filing cabinet, and access to a telephone for emergency referrals.
- The School Counselor shall work standard school hours (Monday to Friday, 8:00 AM to 4:30 PM) and shall be available for emergency after-hours consultations by prior arrangement.
- Either party may terminate this engagement with thirty (30) days' written notice. In the event of early termination, payment shall be pro-rated for services rendered up to the termination date.
- All disputes arising from this Quotation Estimate and the subsequent contract shall be resolved through mediation in Nairobi, Kenya, in accordance with the Arbitration Act of Kenya.
- This Quotation Estimate does not constitute a binding contract until both parties have signed and stamped the formal Service Agreement document.
- The School Counselor shall submit a comprehensive end-of-year report summarizing all interventions, outcomes, and recommendations for the following academic year.
By signing below, the undersigned parties acknowledge that they have read, understood, and agree to the terms set forth in this Quotation Estimate for the engagement of a School Counselor at Greenfield Academy, Kenya Nairobi.
For and on behalf of:
Nairobi Integrated Student Support Services Ltd.
Name: _________________________
Title: Managing Director
Signature: _________________________
Date: _________________________
For and on behalf of:
Greenfield Academy, Kenya Nairobi
Name: _________________________
Title: Head of Student Affairs
Signature: _________________________
Date: _________________________
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