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 relations. CE publishers must abide by the Department of the Navy’s   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 or  patron.” 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 contract: 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 expected—due to an influx of reservists for training or departure of a major unit for an exercise,  for  example—determine  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 mission. 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 publication’s name. Make sure the publication’s 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. 7-2