(a) Where a project size or complexity requires funding in stages and takes many years to complete, the department and design professional shall take the following steps to ensure project completion in a timely and prudent manner:

1. (1) Be aware that future funding is subject to termination;
2. (2) Work to the budget established in the funding for each phase or portion of the project;
3. (3) Establish a building program for the established budget for each phase only;

4. (4)

   1. (A) Base all work in the schematic design and design development and construction bid documents for the funded portion of the project only.
   2. (B) Do not obligate the department for design services beyond the project funding limits.
   3. (C) Any authorization for design professional services beyond available funding must be approved in writing by both the Design Review Section and department officials;
5. (5) Do not bid or obligate funding for partial construction, such as slab work only, for a project which will be unused and of no value until future funding is established for completion; and
6. (6) Coordinate project requirements as to master planning, funding, and program review in the schematic design plan review submittal to the department.

(b)

1. (1) Departments are required to disclose the estimated cost, scope, and timeline including all phases in accordance with Arkansas Code § 19-4-1402.

2. (2) When it is determined that a project will be constructed in multiple phases, the department shall submit a statement to the Building Authority Division describing:

   1. (A) The estimated scope of the capital improvement project;
   2. (B) The estimated timeline for implementing each phase of the project; and
   3. (C) A breakdown of the estimated cost of the total project showing each phase’s cost.
3. (3) The statement shall bear the signature of the department project coordinator or other authorized department official.
4. (4) This statement shall accompany the first submittal to the Design Review Section and shall be updated if the estimated scope, timeline, or costs change prior to the approval to proceed with the first phase of the work.
5. (5) The statement shall be updated and resubmitted with each subsequent phase submitted for Design Review Section review.