This Change Request Management and Pricing Policy establishes the process for requesting, evaluating, approving, performing, invoicing, and delivering work that falls outside the scope of an existing project agreement.
The policy is intended to clarify:
This policy applies to software-development and technology services provided by TechViUs, including:
This policy applies only to the extent that it is incorporated into, or otherwise made applicable by, a written agreement, quotation, proposal, Statement of Work ("SOW"), Change Request proposal, or other contract between TechViUs and the client.
If this policy conflicts with a signed agreement, SOW, quotation, proposal, or other governing contract, the governing contract controls to the extent of the conflict.
A Change Request ("CR") means any new requirement, modification, addition, deletion, or alteration requested by the client that is not expressly included in the applicable original scope, quotation, proposal, SOW, requirements document, or other governing agreement.
Examples include:
A request will not be treated as a CR merely because it requires ordinary correction of a defect or non-conformity in an agreed deliverable, provided that the correction is necessary to make the deliverable conform to the approved requirements.
TechViUs will perform the features and requirements expressly included in the applicable original scope and approved project documents.
A correction required to make an agreed feature operate materially in accordance with the approved requirements will generally be performed without a separate CR charge.
A request may be treated as a CR if it:
The client must submit each requested change through an agreed communication channel.
The request should contain sufficient information for TechViUs to understand the requested outcome, relevant requirements, dependencies, and desired timing.
A request is not an authorization for chargeable work.
TechViUs may review the request and assess:
TechViUs may decline a request, request additional information, or determine that the request should be handled under a separate agreement.
Where appropriate, TechViUs will provide a written CR proposal or estimate containing some or all of the following:
For hourly work, an estimate is an estimate only and is not a fixed price, guaranteed maximum, or spending cap unless TechViUs expressly states otherwise in writing.
The client must approve the applicable CR proposal before TechViUs begins chargeable work.
Approval is valid only if it is provided by an authorized client representative through one of the following methods:
The approval must clearly identify the applicable CR or proposal and expressly confirm acceptance of its scope, pricing method, and payment terms. Silence, receipt of an estimate, verbal discussions, or informal expressions of interest do not constitute approval.
A CR becomes binding only when:
The binding CR consists of the approved proposal or terms, any written approval that modifies or clarifies them, and the applicable governing agreement and this policy. Approval binds the client to the approved scope, pricing method or fixed price, minimum charge, approved third-party costs, applicable taxes, schedule, payment terms, and other stated conditions.
TechViUs may require full or partial advance payment as a condition of scheduling or commencing the CR. If advance payment is required, the CR may be binding upon approval, but TechViUs is not required to begin, schedule, reserve resources for, or deliver work until the required amount has been received as cleared funds.
A request to begin work before formal approval constitutes approval only if it is made in writing by an authorized client representative, clearly identifies or reasonably refers to the applicable CR proposal, and expressly accepts its scope, pricing, and payment terms. Otherwise, TechViUs is not authorized to perform chargeable work.
After a CR becomes binding, TechViUs may schedule and begin the approved work.
TechViUs is not required to begin work until any required advance payment has been received as cleared funds.
TechViUs will test and deliver the completed change in accordance with the approved CR, subject to the client's timely cooperation, access, feedback, approvals, and payment.
CR charges may be calculated on an hourly or fixed-price basis.
Where the required effort cannot reasonably be determined in advance, TechViUs may charge for actual time spent.
Standard hourly rate: BDT 1,000 per hour.
Billable time may include reasonable time spent on:
Unless expressly agreed otherwise in writing, an hourly estimate is not a fixed price or maximum fee.
For sufficiently defined requirements, TechViUs may provide a fixed price.
The fixed price will be based on the scope, assumptions, complexity, risks, dependencies, and resources identified in the approved CR.
A fixed price applies only to the scope expressly described in the approved CR. Any additional requirement, changed assumption, client-requested rework, or third-party dependency outside that scope may be treated as a separate CR.
The client is responsible for third-party costs required for or reasonably related to an approved CR, including:
TechViUs may invoice third-party costs in advance, when incurred, or with the related CR charges. TechViUs may require the client to contract directly with or pay the relevant third-party provider.
Unless otherwise agreed in writing, TechViUs is not responsible for changes to third-party pricing, availability, functionality, policies, or service levels.
TechViUs may apply a minimum charge to each CR, even if the actual development time is less than the minimum.
Minimum CR charge: BDT 3,000.
For hourly CRs, the minimum charge generally represents three hours at the standard hourly rate. The minimum charge applies to each separate CR unless TechViUs agrees otherwise in writing.
The minimum charge may cover requirement analysis, communication, preparation, development, testing, deployment, and related activities.
Unless expressly stated otherwise in the applicable quotation, proposal, invoice, or written agreement, all prices and charges exclude applicable taxes.
The client is responsible for applicable VAT, sales tax, withholding tax, source tax, duties, levies, and similar governmental charges relating to the CR, except taxes imposed on TechViUs' net income.
If the client is legally required to withhold tax from a payment to TechViUs, the client must:
Unless prohibited by law, the parties may agree that payments will be grossed up so that TechViUs receives the full net amount stated on the invoice.
Unless the applicable CR proposal or governing agreement states otherwise:
Each invoice will identify the relevant CR and may include applicable taxes, third-party costs, and other approved charges.
TechViUs may require full or partial advance payment before beginning a CR.
If advance payment is required, TechViUs is not required to schedule or begin the CR until the required amount has been received as cleared funds.
An advance payment will be applied to the relevant CR. It is non-refundable to the extent that TechViUs has performed work or incurred non-refundable costs, except where a refund is required by applicable law or expressly agreed in writing.
The client must notify TechViUs in writing of any genuine invoice dispute within five calendar days after receiving the invoice.
The notice must:
The client must pay all undisputed amounts by the due date.
If the client does not submit a dispute within the stated period, the invoice will be treated as accepted, except for errors that could not reasonably have been identified earlier or rights that cannot legally be waived.
Unless a different period is stated in the applicable CR proposal, invoice, or governing agreement, each invoice is due within seven calendar days after the invoice date.
Payment must be made in the currency and through the payment method specified by TechViUs.
The client is responsible for bank charges, payment-processing fees, currency-conversion costs, and similar charges unless otherwise agreed in writing.
Payment is received only when cleared funds are available to TechViUs.
If an invoice is not paid by its due date, TechViUs may, without waiving any other rights or remedies:
A suspension may affect the delivery schedule. TechViUs is not responsible for delays caused by the client's late payment or non-payment.
If an invoice remains unpaid for fourteen calendar days after its due date, TechViUs may cancel the CR or terminate the related services by written notice. The client remains responsible for completed work, approved charges, applicable taxes, third-party costs, and reasonable costs incurred before cancellation or termination.
Suspension, cancellation, or termination does not release the client from payment obligations that accrued before the effective date of suspension, cancellation, or termination.
If the client requests completion ahead of the normal development schedule, TechViUs may classify the request as an Urgent Change Request.
An Urgent Change Request may be subject to additional charges based on:
TechViUs will communicate any additional urgent-work charge before beginning the urgent work. If the client does not approve the additional charge, TechViUs may process the request under the normal schedule or decline the requested accelerated delivery.
After a CR has been approved, any additional modification that requires additional effort may be treated as a new CR.
For example, if the client approves Feature A with Requirement X and later requests Requirement Y, Requirement Y may be separately estimated and charged.
TechViUs is not required to begin work on the additional modification until the new CR has been approved in accordance with this policy.
Changes to approved designs, requirements, workflows, business logic, content, or assets may result in additional charges.
This includes changes requested after:
The additional charge will reflect the work required to modify, repeat, retest, redeploy, or otherwise address the change.
Work already completed may remain chargeable even if the client later changes the relevant requirement.
An approved CR may extend the original project schedule.
Where a CR materially affects the schedule, TechViUs will provide an updated estimated timeline or milestone schedule.
The revised schedule may depend on:
A delivery estimate is not a guaranteed deadline unless TechViUs expressly agrees in writing to a guaranteed deadline and identifies any applicable conditions or remedies.
The client must provide, in a timely manner:
Delays in providing information, assets, access, approvals, or payments may extend the schedule and may result in additional charges for rescheduling, resource reallocation, repeated work, or other resulting effort.
TechViUs will test the CR against the approved requirements.
If the delivered functionality materially fails to conform to the approved requirements, TechViUs will address the relevant non-conformity without treating the correction as a new CR.
The client must report any material non-conformity in writing within seven calendar days after delivery or after TechViUs makes the CR available for review. The notice must describe the issue and identify the relevant approved requirement.
If the client does not report a material non-conformity within that period, the CR will be deemed accepted, except for defects that could not reasonably have been identified during that period or rights that cannot legally be waived.
Requests that introduce new requirements, change approved functionality, or result from a change in the client's preferences will be treated as separate CRs.
If the client cancels an approved CR after it becomes binding, the client must pay for:
If cancellation occurs before development begins, TechViUs may invoice analysis, planning, scheduling, advance work, reserved resources, and non-refundable costs.
Cancellation does not affect payment obligations that accrued before cancellation.
A client request does not authorize TechViUs to begin chargeable work.
TechViUs will review the request and, where appropriate, provide an estimate or CR proposal.
Chargeable work will begin only after the CR becomes binding under Section 5 and any required advance payment has been received, unless TechViUs expressly agrees otherwise in writing.
CRs, approvals, estimates, invoices, payment notices, disputes, and cancellation notices should be documented through an agreed communication channel.
The parties should retain records of:
Electronic records, including email and project-management-system records, may be used as evidence of communications and approvals, subject to applicable law and the governing agreement.
TechViUs may, at its discretion, provide minor changes without additional charge.
An exception, courtesy, discount, delayed-payment arrangement, or waiver applies only to the specific instance for which it is granted and does not create an obligation to provide similar treatment in the future.
Any waiver or exception must be confirmed in writing by an authorized representative of TechViUs.
TechViUs may update this policy from time to time.
An updated version applies only to CRs approved after the updated version's effective date, unless the parties expressly agree otherwise in writing.
An update will not retroactively change the pricing, scope, payment terms, or other rights and obligations of a CR that became binding before the updated version took effect.
By approving a CR, the client acknowledges and agrees that:
This policy should be used together with a governing agreement that addresses, as applicable:
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