considerations for CE newspapers delivered to the
command, installation or its readership.
CE publishers get their financial earnings from the
contract by selling and circulating advertising to the CE
readership. Navy commanders with CE publications
guarantee in the contract the rights to first publication
and distribution of the editorial content.
While contracts should place as much of the
publishing and distribution functions on the publisher as
possible, command information needs and requirements
are the primary factors in the contractual relationship.
The contract should be written to include the
guidance contained in PA Regs and NAVPUBINST
5600.4 series (Ship or Station Newspaper/Civilian
Enterprise (CE) Publications). It should spell out all of
the local requirements and specifications of the
publication. Contracts should only be established with
reputable firms. Disreputable business activities
involving a CE publication can damage community
CE publishers must abide by the Department of the
Navys nondiscrimination advertising policy. The
following statement must be used in CE publications:
Everything advertised in this publication shall
be made available for purchase, use or
patronage without regard to race, color,
religion, sex, national origin, age, marital
status, physical handicap, political affiliation or
any other nonmerit factor of the purchaser, user
If a violation or rejection of this equal opportunity
policy by an advertiser is confirmed, the publisher must
refuse to print advertising from that source until the
violation is corrected.
SELECTION COMMITTEE. PA Regs and
NAVPUBINST 5600.4 series states that a selection
committee must choose a publisher for Navy CE
newspapers. The committee chair must be a senior
member of the command, but may not be the PAO. The
PAO and the senior journalist should serve as nonvoting
committee members to provide technical advice on
publishing needs and contract stipulations. Other
committee members include the staff or command judge
advocate, contracting officer, printing representative
and other specialists with skills appropriate to the
selection and contracting process.
The selection committee hears presentations and
reviews written data from prospective commercial
publishers, gathers independent data and makes on-site
inspections. The committee may award a one-year
contract with annual options for renewal for up to four
years, for a total of five years. Contracts must be rebid
after this time frame. Contracts should contain
provisions for termination.
INCLUSIVE ITEMS. At a minimum, the follow-
ing points should be included in a CE newspaper
1. Frequency of publication. Determine whether
the command will be best served by a weekly, biweekly
or monthly publication.
2. Number of copies. Determine how many
copies will be needed to serve the intended audience.
Normally, at least one copy per five readers (1:5 ratio)
is the minimum. If your audience (including civilian
employees and family members) numbers 8,000, the
minimum number of copies required would be 1,600.
The ideal is 1:1, but costs may dictate a 1:2, 1:3 or higher
ratio. Make sure the contract calls for the printing of
more or fewer copies whenever the commander
determines a need based on gains or losses of personnel.
If gains or losses are expecteddue to an influx of
reservists for training or departure of a major unit for an
exercise, for exampledetermine when the press run
must be increased or decreased, and by how much.
3. Number of pages per issue. A minimum and
maximum number should be set. The maximum will
depend on advertising and the availability of editorial
copy. However, the amount of advertising should not
force the public affairs staff to produce more editorial
copy than needed to meet the command information
4. Publication day or dates. Determine what day
of the week or month the paper should be published.
Make sure that provisions are made for distribution
when a publication day falls on a holiday.
5. Restrictions on the use of the publications
name. Make sure the publications name remains the
property of the command and is not copyrighted or
registered as a trade name by the publisher.
6. Editorial sources. Make sure the contract
clearly states that all news stories, photographs,
features, headlines and all other editorial matter are to
be provided by the newspaper staff (public affairs
office) and are subject to the PAO's approval.