Contracting Procedures Manual

Section VIII Std Form 41

June 2018, Rev 2

Acknowledgement of KJO’s Supplier Code of Conduct

(Applicable to Vendors, Manufactures, Contractors and Sub- Contractors)

Al- Khafji Joint Operations (KJO) is committed to the highest ethical and legal standards in the conduct of its
business. KJO requires all registered vendors, manufacturers, contractors and sub-contractors with which
KJO conducts business to acknowledge and agree to abide by the policies and principles set forth in the
attached KJO Supplier Code of Conduct.

This KJO Supplier Code of Conduct shall be acknowledged by all vendors, manufacturers, contractors, and
sub-contractors at the time of registration or, if previously and currently registered, at the time of submitting a
request for category enhancement, or submitting bids and proposals in response to KJO’s invitations and
solicitations to bid.
Acknowledgement must be signed either by owners, or individuals acting as an attorney on behalf of the
owner via an appropriate power of attorney that is consistent with the legal requirements of Saudi Arabia. It
should be also authenticated by the relevant Chamber of Commerce.
Original acknowledgment form should be sent by express mail:
Manufacturer and vendor to: Material Department, New MTD Facility ADMIN Building, P.O. Box 688, Al-
Khafji Joint Operations, Al-Khafji 31971, Kingdom of Saudi Arabia
Contractor to: Contracts Department, Ground Floor, Office Park Building, P.O. Box 688, Al- Khafji Joint
Operations, Al-Khafji 31971, Kingdom of Saudi Arabia
Potential or actual violations of this Code of Conduct and other ethical irregularities should be reported
directly to The Audit Department by email, fax, or telephone as detailed on page 5 of this Form.
ACKNOWLEDGMENT

I, on behalf of .HELCON IT CO hereby acknowledge and

[the name of the vendor/manufacturer/contractor/sub-contractor]
agree to abide by the policies and principles of KJO’s Supplier Code of Conduct and to ensure that the
employees, officers, directors, agents, representatives of .HELCON IT CO

[the name of the vendor/manufacturer/contractor/sub-contractor]

are aware of and shall abide by such policies and principles in the process of preparing and submitting bids
and proposals for KJO work, for provision of goods and services to KJO, and during the performance and
administration of all agreements entered into with KJO for such purposes.

Authorized Signatory Name: HAFIZ MUHAMMAD IMRAN Signature & Date:

Job Title: CEO SAP Vendor ID:

Chamber of Commerce Authentication:

Confidential
 Contracting Procedures Manual
Section VIII Std Form 41
June 2018, Rev 2

KJO SUPPLIER CODE OF CONDUCT

SCOPE
This Supplier Code of Conduct establishes a Policy for all current and potential KJO
Suppliers. KJO Suppliers include vendors, manufacturers, contractors and sub‐contractors
who are registered with KJO and seeking to provide goods, services, or personnel (including
consultants) to KJO or which are currently parties to agreements for such purposes with
KJO or one of its contractors.
INTENT
KJO is committed to conducting its business in an ethical, legal, safe, and environmentally
and socially responsible manner. KJO requires each of its Suppliers to share and
demonstrate this commitment and, therefore, has established this Supplier Code of
Conduct. KJO requires its Suppliers to consistently meet the following requirements in
order to be considered for, to do, or continue to do business with KJO.
SUPPLIER CODE OF CONDUCT
Compliance with Laws, Codes, and Regulations
KJO Suppliers must comply with all applicable laws, codes, and regulations as set forth in
applicable procurement documents and agreements (including but not limited to
proposals, invitations to bid, solicitations, and resulting contractual and purchasing
agreements).
Environmental, Health, and Safety Practices
It is the responsibility of the Supplier to assure that its facilities are designed and safely
operated in compliance with the established government and industry environmental
protection policies and that they do not present unnecessary risks to the environment or
public. KJO Suppliers shall maintain safe, sanitary, and healthy residential camp and living
environments for all their employees.
Such compliance shall include, among other things:

 Obtaining and maintaining any necessary environmental permits.

 Proper handling and disposition of hazardous materials and refuse.
 Monitoring, controlling, and responsibly treating discharges generated from
operations.

Confidential
 Contracting Procedures Manual
Section VIII Std Form 41
June 2018, Rev 2

 Conducting appropriate employee safety training and providing adequate safety

equipment.
 Maintaining records of safety training and monitoring safety performance.
 Ensuring Suppliers’ employees comply with applicable health and safety rules and
regulations and perform their duties and work in a manner which will not endanger
themselves or others.
 Providing training required to promote sound public health and hygiene practices.
Ethical Business Practices
KJO and its Suppliers shall conduct their businesses in accordance with the highest
standards of ethical behavior. Suppliers are expected to conform to these requirements in
each of the following areas:
Fair Trade Practices
Suppliers shall not engage in collusive bidding, price discrimination, anti‐competitive,
antitrust, or other unfair trade practices.
Ethical Sourcing
Suppliers shall source goods or services from third parties that meet, as a minimum,
country of origin standards for health and safety, working hours, pay, employment
conditions and environmental protection.
Relationships and Communications
KJO Business Ethics Policy requires that all transactions are to be conducted fairly,
honestly, and with integrity, according to the highest ethical standards. Abuse or violation
of this Business Ethics Policy is considered dishonesty.
Suppliers and their personnel shall avoid even the appearance of unethical or
compromising practices in relationships, actions, or communications with regard to
existing or proposed business relationships with KJO. KJO views it as a conflict of interest
and improper business practice for current or former KJO employees to utilize any
confidential or proprietary business, technical, or other information obtained while in the
service of KJO.
to influence KJO’s existing or proposed commercial transactions for the purpose of gaining
a personal commercial advantage, or benefitting any third party, or to otherwise damage
KJO, whether during or after leaving employment by KJO.

Confidential
 Contracting Procedures Manual
Section VIII Std Form 41
June 2018, Rev 2

Suppliers shall not encourage or utilize current or former KJO employees in any manner
which would cause them to disclose or provide any confidential, proprietary, or other
restricted information obtained while employed by KJO to influence KJO’s existing or
proposed commercial transactions for the purpose of gaining a commercial advantage.
Suppliers shall not hire, employ, engage as a consultant, procure the services of, or allow
acquisition of any ownership interest of the Supplier, except through a permitted passive
investment, by any current KJO employee. This restriction shall also apply to any former
employee who has held a position within KJO at the level of ‘”department head”’ or higher.
The restriction pertaining to former employees shall be valid for a period of Two (2) years
following the time that such individual is no longer an employee of KJO.
Suppliers may seek exceptions to these restrictions from KJO. Requests for such exceptions
should be submitted in writing to Manager, Contracts Department for Service
Procurement or Manager, Material Department for Material Procurement. KJO will take
appropriate measures to detect any such improper business practices and will take
appropriate action against current or former employees and Suppliers who violate these
restrictions. Suppliers are expected to cooperate with KJO investigations and to provide
reasonable assistance as requested.
Bribery, Kickbacks and Fraud
No funds, assets, services, privileges, or benefits shall be paid, rendered, loaned, or
promised for payment or otherwise dispersed by Suppliers or their representatives as
bribes, “kickbacks”, or other payments or inducements designed to influence or
compromise the judgment or conduct of KJO or its representatives.
Gifts, Gratuities and Hospitality
Suppliers and their personnel shall not offer or provide KJO or its personnel with gifts,
gratuities, or hospitality unless it involves nominal value and is in line with customary
business practices. Nominal gifts are described as gifts of a general nature having a low
value, including such items as logo inscribed pens, caps, shirts, and coffee mugs. Customary
business practice in terms of hospitality would include the acceptance of reasonable
business entertainment and business meals. Gifts, gratuities, and hospitality offered or
extended by Suppliers to KJO personnel which exceed nominal value or reasonable
hospitality are reportable under internal KJO policies and regulations. Items which are
made available to the general public do not fall under this Policy.
For the avoidance of any doubt, KJO pays for its employees’ business expenses, Suppliers
are not required or requested to incur or reimburse business expenses for KJO employees.
Confidential
 Contracting Procedures Manual
Section VIII Std Form 41
June 2018, Rev 2

Monitoring and Compliance

Suppliers shall be responsible for complying with the standards and requirements of this
Supplier Code of Conduct and to monitor their own business activities. Suppliers shall
conduct periodic internal reviews, inspections, and audits to ensure their compliance with
this Supplier Code of Conduct and its applicable requirements. Additionally, Suppliers are
responsible for ensuring that the standards and requirements of this Code are
communicated and understood by their personnel working on or in support of KJO
projects, jobs, contracts, agreements, and orders. Suppliers will be held responsible for the
conduct and actions of their employees.
The implementation of this Policy is a shared responsibility between KJO and its suppliers.
Suppliers are to promptly disclose to KJO, on a confidential basis, all current and potential
incidents which give rise to the appearance of conflicts of interest and instances of
unethical or fraudulent behavior by any party, including Supplier employees or KJO
employees, related to any KJO procurement and contracts business. Suppliers are to
cooperate with KJO in any inquiries or investigations pertaining to past, current, or
potential instances of unethical or fraudulent behavior or conflicts of interest related to
any KJO business activity.
Suppliers are to promptly notify KJO when they become aware of any actual, or potential
violation of this Code of Conduct and to communicate plans to correct and remedy such
violation. Additionally, Supplier employees that become aware of violations of this Code of
Conduct are to notify KJO.
Potential or actual violations of this Code of Conduct and other ethical irregularities are to
be reported directly to the Audit Department (IAD) by email, fax, or telephone as follows:

Email: [email protected]
Phone +966‐13‐7655336

Suppliers shall maintain appropriate records to substantiate compliance with the terms
and conditions of this Code of Conduct and provide such evidence to KJO upon request.
KJO or its designated representatives may engage in periodic monitoring activities to
confirm Suppliers’ compliance with this Code of Conduct. These monitoring activities may
include on‐site inspections of facilities, use of questionnaires, review of publicly available
information, or other measures necessary to assess Supplier compliance with this Code of
Conduct. Such monitoring activities may be performed in addition to any audit rights which
may be set forth in an agreement with KJO. A Supplier performance assessment will be

Confidential
 Contracting Procedures Manual
Section VIII Std Form 41
June 2018, Rev 2

used by KJO as a factor in the selection of bidders, the administration of contracts and
procurements, or to possibly restrict Supplier access to new KJO business opportunities.
Based on the assessment of information made available to KJO, KJO reserves the right (in
addition to all other legal and contractual rights) to disqualify any potential Supplier or to
terminate any relationship with a current Supplier which KJO has found to be in violation
of this Supplier Code of Conduct, without liability.
Confidentiality
As part of the process of seeking to provide goods, services, or personnel (including
consultants) to KJO or in providing such goods, services, or personnel under the terms of
an applicable Agreement, Suppliers may gain access to information or material which KJO
deems to be proprietary or confidential. Suppliers, in all instances, shall comply with the
obligations of confidentiality which are set forth in the applicable request for proposal,
invitation to bid, other solicitation document, or agreement by and between KJO and the
Supplier. KJO views breaches of confidentiality and unauthorized disclosure or use of
proprietary or confidential information very seriously and reserves the right (in addition to
all other legal and contractual rights) to disqualify any potential Supplier or to terminate
any relationship with a current Supplier KJO has found to have violated its obligations of
confidentiality.
All advertising, press releases, or printed matter that reference KJO or a Supplier’s
relationship with KJO must be approved by the KJO Public Relations Department prior to
publication or other use.
Application
This Supplier Code of Conduct is a general statement of KJO’s expectations and
requirements with respect to its Suppliers. This Code of Conduct should not be read in lieu
of, but in addition to, any Supplier obligations set forth in a) requests for proposals,
invitations to bid, or other solicitation documents, or b) agreements by and between KJO
and the Supplier. In the event of a conflict between this Code of Conduct and any KJO
solicitation documents or applicable agreements, the terms of KJO’s applicable solicitation
documents or agreements shall prevail. The requirements of this Code of Conduct are not
subject to waiver. Neither KJO, its Suppliers, nor their personnel or representatives are
authorized to propose or approve conduct inconsistent with this Code of Conduct.

******************

Confidential