Vendor Code of Conduct (VCOC)

VCOC Main Principles

This VCOC defines the main principles underlying your business activities as one of our Vendors. The following three (3) principles ensure sustainable development in our supply chain:

a. Environment

b. Social

c. Governance & Ethics

a. Environment

(a) Safety, Health and Environmental

1. Vendors shall be responsible for the safety of all persons who may be affected by their activities and shall comply with the Company’s safety regulations and procedures.
2. Vendors shall ensure that all works undertaken complies with all the safety, health and environmental regulations and guidelines of Malaysia.
3. Vendors shall comply with all applicable local authority requirements and regulations, with all permits and records obtained, kept and properly recorded.
4. Vendors are encouraged to supply less environmentally- and socially-damaging products which consider all phases of the products lifecycle i.e. production, transportation, maintenance and disposal.
5. DRB-HICOM encourages Vendors to institute effective environmental management systems which details the process of managing their environmental impacts and implement as appropriate.

b. Social

(a) Professional Conduct

1. Vendors shall respect the personal dignity, privacy and rights of each individual.
2. Vendors shall not engage or be involved in any type of harassment and violence.
3. Vendors shall not commit prohibitive behaviour including gestures, language and physical contact, that is sexual, coercive, threatening, abusive or exploitative.
4. Vendors shall not engage or be involved in any activities that may be categorized as a crime that is punishable under Malaysian law.

(b) Wages & Working Hours

1. Vendors shall ensure that their employees are fairly compensated and that, at a minimum, they comply with all applicable wage and hour laws, or industry standard.

(c) Labour standards and protection

1. Vendors shall ensure fair labour conditions, and that all immigration regulations in Malaysia are adhered to with respect to the employment and work permits of their employees.
2. Vendors shall ensure fair labour condition for their employees, and compliance to all relevant laws and regulations including but not limiting to prohibition of human trafficking, child labour, forced labour, bonded labour, indentured labour, involuntary prison labour, slavery or human trafficking.
3. In hiring and practices such as promotions, rewards, and access to training, Vendors shall not engage in discrimination based on race, colour, age, gender, sexual orientation, ethnicity, disability, pregnancy, religion, political affiliation, union membership or marital status.

(d) Community Engagement

1. Vendors are encouraged to help foster social and economic development and contribute to the sustainability of the communities in which it operates.

(e) Working and Living Conditions

1. Where applicable, DRB-HICOM expects all Vendors to comply with The Workers’ Minimum Standards of Housing and Amenities Act 446 (Amendment) 2019. The act has been extended to all employment sectors providing housing and accommodation for workers, and also seeks to improve the Guidelines for Foreign Workers Accommodation 2018 by the Department of Labour of Peninsular Malaysia (JTKSM). This covers the minimum standard accommodation space, basic facilities for workers’ accommodation and elements of security and hygiene.
2. Vendors are to provide a safe and healthy work environment. Adequate steps shall be taken to minimise the causes of hazards inherent in the working environment and establish a hygienic work environment.

(f) Responsible Sourcing of Materials

1. DRB-HICOM expects all Vendors to obtain materials with full deliberation and care to avoid the sourcing or usage of materials which are unlawful or obtained through unethical or unacceptable means (such as sourcing of conflict minerals* or manufactured by using slave, forced or child labour). DRB-HICOM expects our suppliers to undertake similar measures with their own suppliers to ensure elimination of conflict materials across the supply chain.

*Minerals originated from conflict regions that directly or indirectly finance or benefit armed groups that are perpetrators of serious human rights abuses

c. Governance & Ethics

(a) Anti-Bribery & Corruption

1. Vendors shall strictly observe and comply with applicable anti-bribery and anti-corruption laws and regulations, which may include, but are not limited to the Malaysian Anti-Corruption Commission Act, 2009 (Act 694) and its amendments.
2. Vendors shall strictly observe and comply with DRB-HICOM’s Anti-Bribery and Anti-Corruption Policy, Group Procurement Policy, this VCOC as well as any other relevant policies, standard operating procedures, and work instructions.
3. DRB-HICOM expects the Vendors to implement anti-bribery and anti-corruption management systems or put in place adequate and appropriate controls to enable DRB-HICOM or any other organisations manage the risks of bribery and corruption that may reasonably arise in business dealings and/or relationships.
4. DRB-HICOM requires Vendors to demonstrate full commitment to preventing bribery and corruption in the business dealings and/or relationships.
5. Vendors must conduct business in the most ethical manner and shall avoid any practices that could be construed as bribery, corruption or business malpractices.
6. Vendors shall not engage or involve in any acts of bribery or corruption. The giving or agreeing to give or promising or offering of any gratification as an inducement or a reward to any person with the view to influence the placing of any order/award/contract will result in the instant revocation/termination of any award/contract.

(b) Intellectual Property Rights

1. Data of any kind, such as sketches, drawings, models and the likes shall be returned to DRB-HICOM as soon as they are no longer necessary for the completion of works.

(c) Maintain Accountability

1. Vendors shall maintain full accountability for services rendered / goods supplied and honour their commitments on a timely basis and in accordance with their obligations under the specific agreements and undertaking with DRB-HICOM.

(d) Gift & Entertainment

1. Vendors are not permitted to offer or sponsor any social entertainment or personal trips for employees of DRB-HICOM.
2. During a tender / RFQ process, Vendors shall refrain from entertaining or treating any employees of DRB-HICOM or their family members who involved in the evaluation such as providing special invitation to events or offering a vacation.

(e) Fair Dealings & Integrity

1. Vendors shall conduct all procurement and business relationships with honesty, integrity, respect and fair manner.
2. Vendors shall endeavour to deal fairly and should not take unfair advantage of anyone through the manipulation, concealment, abuse of privileged information, misrepresentation of material fact or any other unfair business practices.

(f) Honest Representation

1. Vendors shall provide honest and open representation of their organisation, its qualifications, experience and capabilities.
2. Vendors shall disclose accurate references of previous work or engagements which they have undertaken.

(g) Conflict of Interest

1. Vendors shall declare any potential or actual conflicts of interest to DRB-HICOM even if it happens after the appointment, and/or to immediately address the conflict as soon as it is known.
2. If in doubt, Vendors shall highlight the conflict to DRB-HICOM immediately.
3. Vendors shall disclose if any of DRB-HICOM employee or family members has an interest in the Vendor’s business.

(h) Confidentiality of Information & Data Protection

1. Vendors must undertake that all confidential information shall not be disclosed, given access to, procured, gathered, collected, received or handled by any third party without written consent from the Company.
2. Vendors shall not make use the DRB-HICOM employee’s name or the Company name for publicity purposes without the written consent of the employee or Company.