TL;DR

As of June 26, 2025, Polcode no longer offers the Time & Material (T&M) model for new Managed Delivery (MD) projects. Instead, we've introduced two delivery models designed to support better clarity, mutual accountability, and alignment with your business goals:

• Max Price & Flexible Scope - ideal for evolving projects that require adaptability within a defined budget.

• Fixed Price & Fixed Scope - suited for initiatives with clearly defined requirements and low flexibility.

This change reflects our long-term vision of how software should be delivered: with cost safety, transparent communication, and a shared commitment to achieving your goals within a given budget.

What Is a Managed Delivery (MD) Project?

Before we dive into the models, let's clarify what we mean by Managed Delivery at Polcode.

A Managed Delivery (MD) project is an end-to-end engagement in which our client entrusts us with comprehensive project execution (from initial planning through development, testing, release, and maintenance).

Managed Delivery projects are led by a dedicated Product Delivery Manager (PDM) from Polcode, who ensures that the project remains on track, within budget, and aligned with your objectives.

Unlike Team Augmentation (where clients prefer to manage individual specialists directly), MD is a fully managed approach.

In simple terms: you hand us the goal; we make sure it's delivered.

Why We're Embracing a New Approach

The decision to move beyond the T&M model wasn't made lightly. While T&M served as a flexible collaboration method for years, the market has evolved, and so have client expectations.

We've heard consistently from our partners: "We need predictability. We need shared responsibility. We need delivery clarity."

Through client feedback analysis, we identified that modern software delivery requires more structured approaches to succeed. Today's business environment demands greater cost predictability, clearer scope boundaries, and shared accountability - elements that traditional T&M models struggle to provide effectively.

This shift isn't just about how we bill. It's about building real partnerships based on trust.

Our new delivery models are designed to:

• Provide cost predictability and safety from the start.

• Clarify responsibilities and expectations for both parties.

• And most importantly, serve as our promise to deliver your business goals within a set budget.

Introducing Two New Delivery Models

We now offer two strategic models for all new Managed Delivery projects:

1. Max Price & Flexible Scope

This model is designed for projects where the end goal is clear, but the exact path to get there may evolve.

Here's how it works:

• We agree on a maximum budget up front.

• Scope is collaboratively prioritized and adjusted as the project progresses, always staying within the agreed budget.

• You stay actively involved through feedback loops, sprint planning, and reevaluation of priorities.

• Our focus is on delivering business value, not just checking off tasks from an initial feature list.

This model is best for:

• Startups building MVPs.

• Innovation-driven initiatives.

• Projects where learning, experimentation, and agility are essential.

• Clients who want flexibility without losing control over costs.

It's a shared journey. You remain an active partner, and we deliver based on what matters most to your users and business.

2. Fixed Price & Fixed Scope

If your project is based on a stable, well-defined set of requirements, this model gives you confidence in both cost and delivery.

Here's what you can expect:

• We agree on a fixed budget tied to a fixed scope.

• The project is delivered exactly as defined, with minimal involvement required on your side.

• Any changes to the scope are handled through a formal change request process.

• Delivery timelines and responsibilities are clearly outlined and locked in.

This model is ideal for clients who:

• Value predictability and clearly defined results.

• Have a ready, detailed scope before launch.

• Do not anticipate major scope changes during execution.

You get peace of mind, we get clear parameters, and together we avoid scope creep and shifting expectations.

What This Means for You

If you're an existing Polcode client or considering working with us, this change improves the quality and structure of our collaboration in several key ways:

• No more ambiguity about who owns what: the model defines it clearly from day one.

• Better financial visibility and cost safety: no surprise bills, no open-ended timelines.

• Improved delivery performance: our teams can plan, allocate, and mitigate risk more effectively.

• Tailored engagement: you choose how much flexibility you want and how involved you want to be.

And of course, Team Augmentation remains available and is still structured as T&M since you manage your team directly in that model.

Making the Choice: How We Decide Together

The delivery model is selected before the offer is even prepared.

Our Business Development and Presales Team works closely with you to understand:

• Your goals;

• The level of uncertainty in your requirements;

• Project complexity;

• Your preferred working style;

• Budget constraints and internal expectations.

Based on that discovery process, we propose the model that best supports your success.

Can the model change during the project? In principle, yes, but only by mutual agreement, and within the limits defined in the contract. In practice, switching models mid-flight is rare, and we aim to avoid it through proper scoping and alignment upfront.

Final Thoughts

At Polcode, we believe that clarity and transparent communication build trust and that trust is the foundation of every successful software project.

By moving beyond the limitations of the traditional T&M approach, we're giving our clients:

• Cost safety and control.

• Aligned expectations from day one.

• And the confidence that what we build together will support their business goals.

Let's talk about what your business needs and how we can deliver it the right way.

Frequently Asked Questions

Project Structure & Management

1. Do these new models affect Team Augmentation (TA) projects?

   No. Team Augmentation projects, where our specialists work directly with your team under your management, remain unchanged and can still be structured as T&M.

2. What if my needs change mid-project?

   If the model no longer fits (e.g., you need more flexibility or new scope emerges), we can reassess and adjust. But keep in mind that contractual terms may limit such changes, so the earlier we identify the best model, the better.

3. Who do I talk to about choosing the right model?

   Our Business Development and Presales experts are happy to help. Just reach out, and we'll guide you through the process.

Pricing & Budget Management

1. How do you determine the maximum price in the Max Price & Flexible Scope model?

   We conduct thorough discovery sessions to understand your goals, estimate complexity, and assess potential risks. The maximum price is set based on our experience with similar projects and includes contingency for scope adjustments within the agreed framework. Alternatively, if you have a specific budget cap, we can work within that constraint by adjusting the high-level scope to fit your available budget.

2. What happens if the project requires more work than anticipated in the Fixed Price model?

   If additional work is needed beyond the agreed scope, we'll discuss it through our Change Request process. Any scope changes must be mutually agreed upon and will be handled as separate work orders.

3. Are there any hidden costs in either model?

   No. Both models include all standard project costs (development, testing, project management, basic infrastructure). Any additional services (like extended support, third-party integrations, or premium tools) are clearly outlined in the initial agreement.

Project Execution & Timeline

1. How do you handle scope changes in the Max Price & Flexible Scope model?

   Scope changes are handled through regular sprint planning and reprioritization sessions. We work together to make trade-offs that ensure new features fit within the maximum budget - this typically means deprioritizing other elements to maintain budget boundaries. All trade-offs are documented and approved by both parties.

2. What if the project takes longer than expected?

   In the Max Price model, timeline flexibility is part of the agreement - we focus on delivering maximum value within budget. However, you are always informed about expected timelines and any changes, so there are no surprises. In the Fixed Price model, we commit to delivery timelines, and any delays on our side are our responsibility.

3. How involved do I need to be in each model?

   Max Price & Flexible Scope requires regular involvement for feedback, prioritization, and sprint reviews. Fixed Price & Fixed Scope requires minimal involvement after initial approval, mainly for milestone reviews and final acceptance.

Quality & Delivery

1. How do you ensure quality in both models?

   Both models include the same quality assurance processes: DoD, code reviews, automated testing, manual testing, and user acceptance testing. Quality standards remain consistent regardless of the pricing model.

2. What if I'm not satisfied with the delivered work?

   We have established review and approval processes at key milestones. If there are concerns about deliverables, we work together to address them within the agreed scope and budget parameters.

3. Can I switch between models for different phases of the same project?

   In principle, yes, but only by mutual agreement, and within the limits defined in the contract. In practice, switching models mid-flight is rare, and we aim to avoid it through proper scoping and alignment upfront.